Janitorial Services (Elementary Academy) RFP # FY27-001

Request for Proposals
For
Janitorial Services
(Elementary
Academy)
RFP # FY27-001
Due Date:
May 28, 2026, at 5:00 PM ET
Contact:
Cenobia Hilton
Charles R. Drew Charter School
Procurement Services Department
300 Eva Davis Way SE
Atlanta, GA 30317

REQUEST FOR PROPOSALS (RFP) # FY27-001
Drew Charter School is requesting proposals from qualified vendors to provide janitorial services for the
2026-2027 school year, in accordance with the terms, conditions, and specifications contained in this
Request for Proposals (RFP) Number FY27-001. Unless otherwise noted, Proposers must provide a
proposal for all of the requirements stated within this request. Interested vendors must be able to commit
the resources necessary to provide services in a timely manner and conform to the material aspects of the
scope required. To be considered valid in the selection process, all proposals must follow the critical dates,
as set forth below:
Critical dates:
1) Pre-proposal Meeting/Facility Walkthrough (Mandatory): May 12, 2026. Interested vendors
should attend a pre-proposal meeting to review specifications, clarify any questions, and have a
walkthrough of the facilities with School officials. The meeting will be held on May 12, 2026 at 10:45
AM ET, at the following location: Drew Charter School Elementary Academy, 301 Eva Davis Way
SE, Atlanta, GA 30317.
2) Questions due date: May 14, 2026. Questions about the RFP should be submitted to: Drew Charter
School via the BidNet Direct Platform at https://www.bidnetdirect.com/georgia/drewcharterschool by
May 14, 2026, 11:59 PM ET. Late questions will not be answered. Responses to questions will be
posted on BidNet to all prospective vendors by May 19, 2026.
3) Proposal due date: May 28, 2026. Vendors must submit responses to this RFP by using the Bidnet
Direct Platform for official submission at https://www.bidnetdirect.com/georgia/drewcharterschool by
5:00 PM ET on May 28, 2026. Proposals received after this date and time will not be considered and
individual extensions to the due date will not be granted.
4) Proposal expiration date: Interested vendors must indicate an expiration date for the proposal and
pricing. All of the proposal's contents and fees must be guaranteed for 120 days from the proposal due
date.
The award of any contract is based upon the content of the vendor's proposal that best meets the needs of
Drew Charter School, taking into consideration vendor's qualifications, price, and service capabilities. Prior
to a formal award, all contract terms and conditions must be agreed upon by both parties. The School may
choose to select and contract with one or more vendors to provide either all or a selected group of the
components described in this RFP.
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TABLE OF CONTENTS
PART A - PROPOSAL INSTRUCTIONS ........................................................................................ 4
PART B - RFP SPECIFICATIONS ................................................................................................ 14
SECTION 1 - GENERAL PROVISIONS .................................................................................... 14
SECTION 2 - SCOPE OF WORK ............................................................................................... 22
ATTACHMENTS ............................................................................................................................ 33
ATTACHMENT A - COST PROPOSAL FORM .................................................................... 33
ATTACHMENT B - RFP SIGNATURE PAGE ...................................................................... 34
ATTACHMENT C - REFERENCES ....................................................................................... 35
ATTACHMENT D - NON-COLLUSION STATEMENT ....................................................... 36
ATTACHMENT E - CERTIFICATION OF INDEPENDENT PRICE DETERMINATION 37
ATTACHMENT F - PROPOSER GUARANTEES ................................................................. 38
ATTACHMENT G - CONTRACTOR AFFIDAVIT ............................................................... 39
ATTACHMENT H - NO PROPOSAL REPLY FORM ........................................................... 40
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PART A - PROPOSAL INSTRUCTIONS
1. PURPOSE
This solicitation is for the purpose of entering into a contract for janitorial services for Drew
Charter School Elementary Academy (hereinafter referred to as the "School" or "Drew"). The
bidder is hereinafter referred to as the "Vendor" or "Offeror".
The successful Vendor(s) shall have, at minimum, the capabilities listed in this RFP, and the
response(s) submitted must reflect in detail the inclusion of the services as well as the degree
of expertise in utilizing these capabilities.
2. RFP PROPOSED TIMELINE
EVENT # DESCRIPTION DATE TIME
RFP is advertised in The Champion
1 Newspaper & posted on Georgia May 7, 2026 ---
Procurement Registry (GPR)
Pre-proposal meeting & facility
2 May 12, 2026 10:45 AM ET
walkthrough with prospective vendors
3 Last day for Vendors to submit questions May 14, 2026 ---
4 Last day for School to answer questions May 19, 2026 ---
5 Proposals are due May 28, 2026 5:00 PM ET
Interviews with Review/Evaluation
6 June 1, 2026-June ---
Committee (if needed)
2, 2026
Evaluation of proposals with Completed by
7 ---
review/evaluation committee June 5, 2026
On or about June
8 Contract award ---
15, 2026
9 Contract start date July 1, 2026 ---
3. QUESTIONS REGARDING THE RFP
All questions related to this RFP should be submitted via the BidNet Direct Platform at
https://www.bidnetdirect.com/georgia/drewcharterschool. Final day to submit questions is
May 14, 2026. Responses to questions will be answered via BidNet Direct Platform to all
participating Vendors by May 19, 2026.
This period will be the only opportunity for RFP clarification. Additional questions will not
be received, nor will responses be provided at any other time during this process.
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From the issue date of this RFP until the Vendor is selected, Vendors are not allowed to
communicate for any reason with the School staff except through the Procurement Services
Department contact specified herein. For violation of this provision, the School reserves the
right to reject the proposal of the offending Offeror.
4. PREPARATION OF PROPOSALS
Offerors are expected to examine the attached instructions, provisions, clauses, attachments,
exhibits, etc. Failure to do so will be at the Offeror's risk. It is understood and agreed that all
actions taken and information furnished by the Offeror as a result of this solicitation are at no
cost or obligation to the School, and shall not be construed as an obligation on the part of the
School to enter into a contract with the Offeror, whether or not the requirements reflected in
this solicitation are terminated or modified.
The proposal shall be prepared in such a way as to provide a straightforward, concise
delineation of capabilities to satisfy the requirements of this solicitation as described in Section
2, Scope of Work. Emphasis should be placed on conformance to the proposal instructions,
responsiveness to the proposal requirements, and completeness and clarity of content. The
Offeror is required to be fully acquainted with the federal and state procurement laws and
regulations as it relates to this procurement.
The School accepts within the time specified therein, any proposal (or part thereof); whether
or not there are negotiations subsequent to its receipt, unless the proposal is withdrawn by
written notice to the School prior to the award of the contract. If subsequent negotiations are
conducted, they shall not constitute a rejection or counter offer on the part of the School.
If the General Provisions conflict with the Special Provisions contained in this RFP, the Special
Provisions shall prevail.
Proposals shall be valid for one hundred and twenty (120) days from final solicitation
closing date, and the Offeror's offer may be held open for a lengthier period of time subject to
the Offeror's consent. Proposals received shall be considered final, and no proposal shall be
altered, amended, or withdrawn after the specified closing date.
The School reserves the right at any time during this process to re-solicit its requirements if
the proposals received do not meet the School's needs, or if terms and conditions during the
negotiation process cannot be mutually agreed upon.
5. PROPOSAL FORMAT
The information provided herein is intended to assist Vendors in the preparation of proposals
necessary to properly respond to this RFP. The RFP is designed to provide interested Vendors
with sufficient basic information to submit proposals meeting the minimum requirements, but
it is not intended to limit a proposal's content or exclude any relevant or
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essential data therefrom. Vendors are at liberty and are encouraged to expand upon the
specifications to demonstrate their experience with similar schools and industry experience.
Proposals should be organized by using the following required proposal components:
COVER LETTER: Cover letter shall be prepared on the Offeror's company letterhead, with
signature of the Offeror's authorized representative who may legally enter the company into a
formal contract. Provide contact information including name, title, address, telephone, fax, and
e-mail address for Offeror's authorized representative. The cover letter shall briefly
summarize the Vendor's ability to provide the services specified in the Section 2, Scope of
Work. The letter should also include a complete disclosure of information as described in
Item 10 and a statement describing any organizational conflicts of interest as described in
Item 15.
TABLE OF CONTENTS: Each proposal shall include a Table of Contents with page
numbers for each of the requirements of the solicitation.
DESCRIPTION OF SERVICES AND QUALIFICATIONS: Each proposal must contain
a detailed description of how the Offeror will provide the services described in Section 2,
Scope of Work. The Offeror may include descriptions of any enhancements, additional
services, or expertise the Offeror will provide which are not specifically described in the
solicitation. Provide qualifications of designated personnel/staff/technicians who will be
assigned to the School.
COST PROPOSAL: Each proposal shall include a completed Attachment A, Cost Proposal
Form for fees proposed to perform services as described in Section 2, Scope of Work.
ALL OR NOTHING: The School intends to award the Contract on an ALL or NOTHING
basis to the responsive and responsible Offeror(s) whose proposal that will be most
advantageous to the School, price and other factors considered. Each Proposer must submit
a complete response to this RFP. Proposals failing to include all of the requested information
SHALL BE REJECTED.
6. SUBMITTALS
Vendors must submit responses to this RFP by BidNet Direct Platform
https://bidnetdirect.com/georgia/drewcharterschool by 5:00 PM ET on May 28, 2026.
Proposals shall be valid for one hundred and twenty (120) days from final solicitation closing date,
and may be held open for a lengthier period of time subject to Offeror's consent. Proposals received
shall be considered final, and no proposal shall be altered, amended, or withdrawn after the specified
closing date.
7. REVISIONS TO THIS RFP
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In the event that it becomes necessary to clarify or revise this RFP, such clarification and
revisions will be by addendum. Any addendum to this RFP will become part of this RFP and
part of any contract awarded as a result of this RFP.
8. LATE PROPOSALS, MODIFICATION OF PROPOSALS, AND WITHDRAWAL OF
PROPOSALS
Any proposal received after the time specified for receipt will not be considered, unless it is
received before award is made; or (1) it was sent by means authorized and compliant with this
solicitation and determined by the School that the late receipt was due solely to the mishandling
by the carrier; (2) it is the only proposal received; or (3) it is determined that the competitive
integrity of the solicitation was not compromised and is in the best interest of the School to do
so.
9. PROPOSAL VALIDITY & EXCEPTIONS TO TERMS
The Offeror assumes sole responsibility for the complete effort required in submitting a
proposal in response to this RFP. By submitting a response to this RFP, the Offeror is
acknowledging that they: (1) have read the information and instructions, and (2) agree to
comply with the information and instructions herein.
Any exceptions must be clearly identified and the rationale fully supported by the Offeror.
10. DISCLOSURE OF INFORMATION
The Offeror must include a complete disclosure of any alleged significant prior or ongoing
contract failures, any civil or criminal litigation or pending investigation which involves the
Offeror, or in which the Offeror has been judged guilty or liable. Failure to comply with the
terms of this provision will deem the proposal to be non-responsive and become disqualified
from award. The School reserves the right to reject any proposal based upon the Offeror's prior
history with the School.
11. COMPANY INFORMATION
Proposals must include a minimum of three (3) business references, preferably within the
last five (5) years, consisting of current or previous customers of comparable size. Include
contact names, company names, addresses, phone numbers, e-mail addresses, and information
on the scope of services rendered for the references. (Attachment C).
The Offeror's proposal shall include a summary description of company, job descriptions and
resumes of key personnel, company organizational chart, and staffing plan to be utilized under
the Contract. The Offeror shall explain how personnel will manage, supervise, and perform
services: (1) Include description of experience and qualifications of key personnel providing
services, with a clear explanation of personnel roles and responsibilities (i.e.,
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personnel responsible for work order/special project completion, hiring/training, employee
management, quality assurance, issue resolution, and administration.); and (2) Describe the
management and reporting relationships, planned level of effort, anticipated duration of
involvement, and on-site availability.
Janitorial Services Qualifications and Expertise. The Offeror should explain how it proposes
to take over and carry out the janitorial services. The response should be guided by the
estimated "Scope of Work" attached hereto - but calibrated to its understanding of the facilities,
the School's needs, and the Offeror's expertise and qualifications.
12. TECHNICAL PROPOSAL
The technical part of the proposal should explain how the Offeror will effectively perform the
services specified in this RFP. It shall consist of two parts: (1) an Implementation Plan and
(2) an Operations Plan.
IMPLEMENTATION PLAN
The Implementation Plan should provide a detailed plan for the orderly assumption of
responsibility for execution of the proposed services for the School. It should address: (1)
transition tasks to be performed; (2) transition responsibilities (both the Offeror's and the
School's); and (3) timeline for all transition activities necessary for a successful transition of
Vendors for the School. It should also describe how the Vendor intends to handle the transition,
including details on timeline, work steps, staffing, inventory analysis, understanding of the
condition, and understanding of the service requirements.
OPERATIONS PLAN
The Operations Plan should explain how the Offeror intends to execute the scope of services
as outlined in the RFP. It should identify those services that will be performed by the on-site
staff that the Offeror would employ. The plan should also include a schedule format, scope of
work for service; Health & Safety Plan; Quality Assurance Plan; and any other documents
required to support the overall Operations Plan.
13. PROPOSAL EVALUATION FACTORS
The objective of the evaluation process is to identify the proposal which represents the best
value to the School on a combination of technical and cost factors. The evaluation shall consist
of a (1) technical determination that the Offeror's proposal does or does not meet the
requirements of Section 2, Scope of Work; (2) a determination that the Offeror is otherwise
eligible for award, taking into account responsiveness to the solicitation, and (3) a
determination of Offeror's responsibility contained in this solicitation.
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Proposals meeting the requirements and determined eligible for award by a Review Committee
shall be evaluated on the vendor proposal determined to be best suited for the School; meeting
the school's technical specifications; the best value for the amount expended; and in
compliance with the provisions of the RFP.
The School reserves the right in its sole discretion to reject any proposal or all proposals in
whole or in part, without incurring any cost or liability whatsoever. All proposals will be
reviewed for completeness of the submission requirements. If a proposal fails to meet a
material requirement of the RFP, or if it is incomplete or contains irregularities, the proposal
may be rejected. A deviation is material to the extent that a proposal is not in substantial accord
with RFP requirements. Any proposal may be rejected where it is determined to be not really
competitive.
During the evaluation process, the Committee reserves the right, where it may serve the
School's best interest, to request additional information or clarification from vendors or request
interviews with one or more vendors.
The evaluation will consist of the following:
Part one: An evaluation of the written responses to the RFP. This is a technical determination
that the Proposer's written response to the RFP does or does not meet the requirements of the
scope of services required; and the Proposer's overall responsiveness to the RFP.
Part two: After all written responses have been evaluated and scored, the Committee will
invite a limited number of vendors who received the highest scores to participate in the
interview process. The interview process will provide the firm with an opportunity to answer
questions the Committee may have about their proposal.
Evaluation Factors/Criteria Weight:
Category Point Value
Completeness of Response:
Compliance with RFP instructions and format. 10 points
Organization of the submittal.
Clarity and completeness of RFP response.
Cost
Proposed pricing accurately reflects the vendor's 35 points
effort/commitment to meet School requirements and objectives.
Proposed pricing appropriate to scope of work to be provided.
Project Approach/Methodology
Project approach/methodology meets an understanding of the scope 30 points
of work, and knowledge of applicable laws and regulations related
to the scope of work.
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Relevant Experience
Contractual and technical experience in performing work of similar 15 points
size and scope.
Experience and qualifications of key personnel that will be
assigned to provide services pursuant to this RFP.
Presentation and Interview (if needed):
Presentation by each vendor shall not exceed sixty (60) minutes in 10 points
length. (A limited number of vendors will be invited for the
interview process. )
TOTAL: 100 points
LOCAL PREFERENCE
For purposes of applying a local preference to contracts for services, local business shall mean
any business which regularly maintains an office or space of business within the corporate
limits of the Clayton, Cobb, DeKalb, Fulton or Gwinnett counties, and has maintained such
office or place of business for at least twelve (12) months prior to posting of the RFP. It is the
responsibility of the business providing the proposal to identify itself as local. The local
business shall be awarded five (5) additional points in the total evaluation.
Once the evaluation process has been completed (and any negotiations the School desires to
conduct have occurred), the apparent successful Offeror(s) may be required to enter into
discussions with the School to resolve any exceptions prior to contract award.
The School reserves the right at any time during this process to re-solicit its requirements if
the proposals received do not meet the School's needs, or if terms and conditions during the
negotiation process cannot be mutually agreed upon.
14. LICENSES AND PERMITS
The Offeror is responsible for obtaining and maintaining in good standing, all licenses, permits,
inspections and related fees for each or any such licenses, permits and/or inspections required
by the county, city, or other government entity or unit to accomplish the work specified in this
RFP.
The Offeror must be licensed and registered to do business in the State of Georgia. A
copy of the Offeror's business licenses must be submitted with the proposal. O.C.G.A 14- 2-
1501.
15. ORGANIZATIONAL CONFLICT OF INTEREST
It is the policy of the School to avoid situations which place an Offeror in a position where its
judgment may be biased because of any past, present, or currently planned interest, financial
or otherwise that the Offeror may have which relates to the work that will be performed
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