LCS CLEANING AND SANITATION SUPPLIES, SYSTEMS, AND TRAINING SERVICES

REQUEST FOR PROPOSALS TITLE PAGE
Include This Page as the First Page in Your Proposal Response
City of Lynchburg, Virginia
Procurement Division
Proposal Title: LCS Cleaning and Sanitation Supplies, Systems, and Training Services
This is the City of Lynchburg's Request for Proposals (RFP) No. 2026-070, issued March 24, 2026. Direct
inquires for information to: Matt Marsteller; Phone: 434-455-4233 or e-mail at
matthew.marsteller@lynchburgva.gov All requests for clarification of or questions regarding this RFP must
be made in writing and be received by 4:00 p.m. on April 15, 2026. All Addenda shall be issued no later
than 4:00 p.m. on April 17, 2026. All responses to this solicitation shall be in strict accordance with the
requirements set forth in this proposal document and the ensuing contract documents.
Sealed proposals will be publicly accepted prior to 4:00 p.m., April 22, 2026; however only the names of
firms responding will be available for announcement. Proposals received after the stated due date and
time shall not be considered. Submit proposals electronically through the City's Bid Postings website as
noted below. Acknowledge all addenda so issued in the space provided below. Any alteration or changes
to this Request for Proposals will be made only by written addendum issued by the City of Lynchburg,
Procurement Division.
An Optional Virtual Pre-proposal meeting will take place on April 1, 2026 at 10:00 a.m. via a Microsoft
Teams link posted to the City's website at the address listed below.
All Offerors are responsible for obtaining issued addenda from the City's Procurement website:
http://www.lynchburgva.gov/Bids.aspx
Acknowledge receipt of addenda here: No. ________ Date: _______ No. _______ Date: _______ No. _______
Date: ______
Information the Offeror deems Proprietary is included in the proposal response in section(s):
See Paragraph B. on page 2 for guidelines on submitting proprietary information.
In compliance with this Request for Proposals and all the conditions imposed therein, the undersigned
offers and agrees to furnish the services in accordance with the attached proposal or as mutually agreed
by subsequent negotiations. By my signature below, I certify that I am authorized to bind the Offeror in
any and all negotiations and/or contractual matters relating to this Request for Proposals. Sign in ink and
type or print requested information.
Full Legal Name of Offeror:
Fed ID OR SOC. SEC. NO.: Date:
Address: Phone: ( )
E-mail address:
Signature:
Typed or Printed Name, Title
City Procurement Signature
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I. SUBMISSION OF PROPOSALS
A. To submit a proposal, access the Submit Online button as part of the RFP description on the
City's Bid Postings webpage: https://www.lynchburgva.gov/Bids.aspx. All proposals submitted
should be uploaded as a single PDF file and must be submitted by the deadline. Late proposals
will not be considered. Proposals will be stored in a secure folder until after the deadline has
passed then accessed by Procurement staff.
B. Submission of Proprietary Information
Trade secrets or proprietary information submitted by an Offeror in connection with this
procurement transaction shall not be subject to public disclosure under the Virginia Freedom
of Information Act; however, the Offeror must invoke the protection of this section prior to or
upon submission of the data or the materials, and must identify the data or other materials to
be protected and state the reason why protection is necessary. (Section 2.2-4342 F. of the
Code of Virginia). Offerors shall submit, in a separate section of the proposal, any
information considered proprietary and any copyrighted material and clearly identify the
information as proprietary and/or copyrighted information. Offerors may not declare their
entire proposal proprietary nor may they declare proposed pricing to be proprietary.
References may be made within the body of the proposal to proprietary information;
however, all information contained within the body of the proposal not in the separate
section labeled proprietary shall be considered Public Information.
C. Proposals having any erasures or corrections must be initialed by the Offeror in ink.
D. D. The City/LCS reserves the right to accept or reject any or all proposals, to waive
informalities, and to reissue any request for proposals and to award contracts to multiple
Offerors. Any contract resulting from this Request for Proposal shall not be exclusive to the
Successful firm. The City/LCS reserves the right to contract with firms not party to the
resultant contract for similar work if it determines this to be in their best interest. If this is
a cooperative procurement, each entity referenced will award a contract in accordance with
its respective independent procurement policies and procedures and as it deems will best
serve its interest.
E. By submitting a proposal, the Offeror agrees that the proposal will not be withdrawn for a
period of 90 days following the due date for proposal responses.
F. By submitting a proposal, the Offeror certifies that it has not combined, conspired or agreed
to intentionally rig, alter or otherwise manipulate, or to cause to be rigged, altered or
otherwise manipulated its proposal for the purpose of allocating purchases or sales to or
among persons, raising or otherwise fixing the prices of the goods or services, or excluding
other persons from dealing with the City/LCS.
G. By submitting a proposal, the Offeror certifies that its proposal is made without collusion or
fraud and that it has not offered or received any kickbacks or inducements from any other
Offeror, supplier, manufacturer or subcontracting firm in connection with its proposal; and
that it has not conferred on any public employee having official responsibility for this
procurement transaction any payment, loan, subscription, advance, deposit of money,
services or anything of more than nominal value, present or promised.
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H. Nothing herein is intended to exclude any responsible Offeror or in any way restrain or
restrict competition. All responsible Offerors are encouraged to submit proposals.
I. It is the policy of the City/LCS to maximize participation by minority and women owned
business enterprises in all aspects of City/LCS contracting opportunities. The City/LCS does
not discriminate against faith-based organizations.
J. The City/LCS will not be responsible for any expense incurred by any Offeror in preparing
and submitting a proposal. All proposals submitted will become the property of the
City/LCS.
K. By submitting a proposal, the Offeror is certifying that Offeror is not currently debarred by
the City/LCS, or in a procurement involving federal funds, by the Federal Government. A
copy of the City/LCS debarment procedure in accordance with Section 18.1-10 of the City's
Procurement Ordinance is available upon request.
II. PURPOSE
The intent of this request is to obtain proposals for Sanitation Supplies, Systems, and Training
Services for the Lynchburg City Schools' School Nutrition Program.
III. BACKGROUND INFORMATION
Lynchburg, Virginia
The City of Lynchburg is located near the geographic center of the state, bordered by the eastern
edge of the Blue Ridge Mountains. The historic downtown area sits along the banks of the James
River.
Lynchburg City Schools
Lynchburg City Schools, referred to, from this point forward, as "LCS," offers meal service at two pre-
schools, ten elementary schools, five secondary schools, one special education site, and one
alternative education location. LCS has been contracted with a vendor for the past five (5) years for
this specific service. A listing of LCS schools is noted on Attachment A of this RFP. Other related LCS
information is available at the official LCS website located at: www.lcsedu.net
IV. SCOPE OF SERVICES
LCS is soliciting proposals from an Offeror who can provide cleaning and sanitation supplies, systems
for manual ware-washing and training services within the 19 locations noted on Attachment A -
School Locations and Addresses. LCS desires to partner with one vendor to provide all the supplies
and services noted in this RFP document.
LCS may also utilize any contract resulting from this RFP process for consideration of similar services
throughout the duration of the contract.
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This contract will be funded using federal monies, either in whole or in part; therefore, Attachment
B (LCS Federal Requirements Contract Insert & associated Certification Regarding Lobbying Form and
USDA Certification Regarding Debarment Form) is considered a part of this RFP and shall be
incorporated into any resulting contract. Offerors shall abide by the regulations noted in Attachment
B. Please include a completed Certification Regarding Lobbying Form and USDA Certification
Regarding Debarment Form with your proposal. Those pages will not count against your proposal
page count.
Services are to be performed at each listed LCS location from August to May billed monthly for 10
months. LCS is requesting a lump sum price be included in each proposal for the 10 month service
period. Pricing will be negotiated with the contracted vendor for the June and July summer months
based upon the number of locations that will need supplies and services delivered to them.
A. General
The proposed sanitation system is to obtain a comprehensive sanitation and cleaning program
that includes, but is not limited to:
* Standardization of all sanitation and safety processes and procedures in each kitchen facility
* Monthly monitoring
* Monthly verification of food safety systems and due diligence documentation
* Monthly food safety training of School Nutrition employees at each school site
* Cleaning products
* Procedure manuals
* Supporting display signage
* LCS currently has a HACCP plan in place. Successful vendor shall review and consult on the
existing written procedures (SOP's) pertaining to all steps in the current LCS HACCP plan.
* Safety Data Sheets (SDS)
* Mixing and use posters
* Just-in-time delivery of products
* Service
B. Site Visits
Offerors are responsible for familiarizing themselves with each LCS location and its associated
equipment. There will be no pre-determined site visits scheduled. Any Offeror wishing to view
an LCS location shall contact Ms. Beth Morris, LCS Director of School Nutrition, at 434-515-5062
to set up any desired site visit. Failure to examine LCS locations may result in a failure to
understand the scope of services desired which may have an adverse effect on the dollar amount
Offeror believes the work can be completed for. Any claims for additional compensation
pertaining to the scope of services in this RFP, after a contract is entered into, will be denied.
C. Qualifications
The Offeror and its employees shall be licensed and certified as required by law to perform the
services described in this RFP. Successful Offeror shall obtain and pay for all licenses and permits
from the appropriate governmental agencies or jurisdictional authorities as required by law in
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order to perform the work. The successful Offeror shall have a minimum of five consecutive years
of experience serving schools or commercial accounts of comparable size and scope to this
contract.
D. Schedule & Safety Precautions
Once under contract, the Contractor shall schedule work in a manner to maximize safety and
minimize the distraction of students. The Contractor shall refrain from performing noisy activities
adjacent to buildings while students are in class. Services shall be performed between the hours
of 7:30 a.m. and 2:30 p.m. Training services for the sanitation systems shall be performed
between the hours of 8:30 a.m. - 10:30 a.m. or between 1:00 p.m. - 2:30 p.m. at a time agreed
upon by the LCS Director of School Nutrition. No change in the schedule may be made without
the prior approval of the LCS Director of School Nutrition. A copy of the LCS 2026-2027 school
year is included as Attachment C of this RFP.
Contractor shall take all necessary precautions to protect school children, employees, the public
and the facilities, and meet laws and governmental safety requirements such as OSHA.
Contractor shall take necessary safety precautions to protect facilities during services. Contractor
shall assure that all work areas are kept clean and functional during and upon completion of
work. Contractor shall be responsible for ensuring that Owner's premises and equipment are not
disturbed or damaged by the work. Leaks of lubricants, etc. from vehicles shall be immediately
contained and cleaned up by the Contractor. In the event of any damage to LCS property as a
result of actions by the Contractor, the restoration of any building, vehicle, or grounds to previous
equivalent condition shall be the sole responsibility of the Contractor.
E. Specific Service Requirements
1. Duties performed during service visits for Sanitation Supplies, Systems, and Training
Monthly service visits will include at a minimum:
* Review of cleaning chemical & supply product inventory
* Stocking of inventory, supplies, and materials to cover until the next re-stocking visit
* Review of all product mixing and storage
* Examination of all labels, posters, charts, and replace them as needed
* Completion of a standardized, automated service report form
* Copy of service report reviewed with on-site LCS kitchen staff
* Monthly service reports e-mailed to the LCS Director of School Nutrition
* Deficiencies corrected and on-the-spot training conducted to address the deficiencies
* Training of all site employees to include such topics as: cleaning techniques, sanitizing
techniques, thermometer calibration, food safety, temperature logs, record keeping, etc.
* Teach perpetual cleaning to minimize the need for mid-year and end of year major
cleaning
* Inspect the processes for OSHA and HACCP compliance
* Address safety concerns
* Confirm proper concentration of sanitizer in sinks, buckets, spray bottles, and
thermometer cups
* LCS does not desire to purchase dish machine chemicals from the contracted vendor
* Sanitizer test strips shall always be in ample supply
* Confirm presence of procedures and reference manual
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* Confirm presence of Safety Data Sheets (SDS)
2. Service Reports related to service visits for Sanitation Supplies, Systems, and Training
A standardized, automated report form will be completed at the time of each visit. At a
minimum, the report must include:
* School name
* Date of visit
* Safety, cleaning, and sanitation processes reviewed
* Follow-up if needed
* Contractor signature or name of reviewer
* Name of cafeteria manager who reviewed the information
* Comments as necessary/appropriate
* An electronic version of the report shall be sent to the LCS Director of School Nutrition
F. Sanitation Systems' Statement of Needs
All Products shall be green seal certified, portion packs or pre-measure dispensed, and color-
coded. (color coded system of products, materials and charts in relation to material safety,
handling, and mixing) Products shall be non-caustic and non-hazardous if accidentally mixed
with other products in this program. All cleaning products must provide consistently
superior cleaning and sanitation in the school nutrition area. The LCS School Nutrition
Department is responsible for maintaining cleanliness and sanitation of all kitchen
preparation and storage areas, all equipment related to the serving and holding of food and
the kitchen employee restrooms. Direct delivery of all products to school sites will be
provided initially and with monthly (at minimum) on-going re-stocking of products.
1. All-Purpose Cleaner
Product shall be used with manual methods. Product shall be low suds as an easy to
rinse detergent. All-purpose cleaner shall be biodegradable and make a soluble
solution that leaves no film or residue. Product shall not stain or discolor when used at
recommended proportions. Must dilute in hard or soft water. Chemical composition:
concentrated blend of organic detergents, solvents, water conditioners and alkaline
builders. Pleasant scent. Must be portion packed in easy to handle packaging or pre-
measure dispensed.
2. Pot and Pan Detergent
Product shall be a multi-purpose compound for manual cleaning and scrubbing of pots,
pans, kettles, sheet pans and utensils. The compound should not cause irritation to
hands. Product shall demonstrate excellent grease cutting ability, removal of excess
cooked-on foods, and have sustaining suds ability. Product must have pleasant
fragrance. A pre-measured liquid compound or pre-measured dispenser is required.
3. Degreaser
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To be used for heavy-duty cleaning, degreasing of floors, equipment, and difficult-to-
clean surfaces. Product is to be biodegradable and must dilute in hard or soft water.
Chemical composition: blend of mixed quaternary ammonium chlorides. Must be
portion packed in easy to handle packaging or pre-measure dispensed.
4. Sanitizer
Product shall not contain chlorine and shall be a concentrated blend of quaternary
ammonium compounds. Must be EPA registered. Product shall be biodegradable and
must dilute in hard or soft water. Must provide 200 ppm active quaternary
sanitizer. Chemical composition: blend of mixed quaternary ammonium chlorides.
Must be portion packed in easy to handle packaging or pre-measure dispensed. Test
strips must be provided.
5. Germicidal Detergent
To be used for above the floor spray cleaning. For cleaning and disinfecting tables,
milk coolers, sneeze-guards, glass, stainless, steel, washroom fixtures and other
general cleaning of non-food contact surfaces. Product shall not stain or discolor
when used at recommended proportions. Must dilute in hard or soft water.
6. Hand Cleanser
Product shall be soap free. Product shall provide a one-step hand wash and skin
sanitizer. Product shall meet the USDA E2 rating for handwashing and sanitizing
compounds.
7. Dispensing equipment
The vendor(s) shall supply, service, and install new dispensers as needed. All
dispensers installed on school sites shall remain the property of the awarded
proposer(s). All dispensers shall be removed when the resulting contract expires or
is terminated.
8. Technical assistance between service visits
The Contractor must provide all necessary contact numbers, email, and other vehicles for
receiving same day responses to technical questions that occur. Between scheduled
service visits, site visits may be requested by the LCS School Nutrition Department to
resolve technical issues or cleaning and sanitation problems or other issues that may
arise.
9. Non-program chemical products recommended
Proposer shall state in their proposal if the cleaning and sanitation program needs
to be supplemented by any other cleaning products and who will be responsible to
provide the products.
V. PROPOSAL PREPARATION
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Proposals must address the tasks included in the Scope of Services and the Criteria for Proposal
Evaluation. Proposals should be prepared simply, providing straightforward and concise responses
to requests for information and descriptions of qualifications and capabilities. Responses shall be
limited to no more than 30 single-sided or 15 double-sided pages excluding the cover, including all
other materials. (Resumes of staff will not count toward the 30 page maximum) Each copy of the
proposal must be bound with all documentation in a single volume where practical. Failure to do so
will result in a lowered evaluation. Incomplete proposals may be determined nonresponsive.
Proposals with extraneous information will receive a lower ranking.
Offerors should organize their proposals using the format described below:
Title Page
Furnish the REQUEST FOR PROPOSALS TITLE PAGE and include it as the first page of the proposal.
The name stated on the Title Sheet must be the full legal name of the Offeror and the address must
be that of the office which will have the responsibility for the services provided.
Section 1 - Project Understanding
Briefly describe the understanding of the scope of services to be accomplished, and describe the
proposed approach to providing the required services. Explain how the project will be organized and
steps anticipated. Please include an implementation timeline for review by LCS Staff. Essentially, how
long will implementation take from the date of a signed contract and what will that process look like?
Section 2 - Staff Experience
Indicate the lead individual from the organization who will serve as Project Manager and other key
staff members involved in the planning and implementation of the project.
For each individual involved, provide:
1. The role of the lead individual (Project Manager) on this project.
2. Minimum qualifications of each individual and the role they play in implementing/administering
the program.
Resumes of individuals who will not be directly involved with the proposed project should not be
included.
Section 3 - Ability to Meet Scope of Services Requirements
A. Show a complete understanding of the services which need to be provided to implement, provide,
and administer the supplies, systems, and training by providing a detailed description which
addresses each of the topics listed below:
* Include response time information to LCS locations when there is re-supply, technical, or
customer support needs
* How your firm plans to respond to out of stock products between service dates
* A list of equipment provided by the Offeror
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* Equipment recommended for provision by the LCS School Nutrition Department
* A list of all training materials, including videos, posters, etc. with an explanation of use (training
of safe food handling must follow HACCP guidelines and be presented under the direction of a
certified HACCP trainer) Due to the critical importance of the training associated with the
service delivery, please outline, very specifically, how all provided training is accomplished. (in-
person, online curriculum, random inspections of kitchens and cafeterias, etc.)
* Schedule or list of proposed training topics
* Copies of report forms used to document service activities, the level of each school's safety
and sanitation performance, and the types and quantities of materials delivered to each site
(not counted against the total page count)
* A sample master schedule for the school year
* A sample Procedure and Reference Guide (not counted against the total page count)
* A list of support materials necessary for the effective use of cleaning chemicals such as
dispensing equipment, spray bottles, etc. Please include a corresponding description/picture
of each item.
* A list of cleaning and sanitizing chemicals and supplies, with corresponding Safety Data Sheets
(SDS) that will be provided to each school site as part of this proposal (not counted against the
total page count)
* All proposals must include a statement regarding the relationship between the Offeror and the
product manufacturer. Any Offeror who is not a manufacturer must submit with their proposal
a complete written explanation of the working agreement that the Offeror has with the
product manufacturer. Included shall be a statement of the length of the agreement. In
addition, an affidavit by the product manufacturer attesting the above shall also be submitted
with the proposal.
* Please include a statement acknowledging that all personnel providing services are properly
licensed according to state and federal guidelines. Include any exceptions taken to the
specifications and your proposed alternative(s). (If your firm cannot fully meet each of the
stated requirements)
Section 4 -Firm Qualifications
Provide a brief summary as to why the firm(s) feels qualified to provide the requested services and
any performance data pertinent to the proposed program.
Section 5 - References
Provide a list of three (3) clients for whom similar services have been provided and dates when the
service was provided. Include project name, types of services performed, client name, individual
contact name, address, telephone number, and e-mail address. Include complete contact
information from those who have personal knowledge of the applicant's ability to successfully
complete the requested services.
Section 6 - Summary
A brief summary of the reason that the Offerors believe themselves to be the most qualified for this
project.
Section 7 - Pricing
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Provide a lump sum cost to implement and administer the LCS Sanitation Supplies, Systems, and
Training Services for the upcoming 2026-2027 school year. (10 month period from August 2026 -
May 2027) Also, provide a list of hourly rates for personnel and equipment for additional services
offered.
VI. CRITERIA FOR PROPOSAL EVALUATION AND AWARD
LCS will review and evaluate each proposal and selection will be made on the basis of the criteria listed
below:
1. Demonstrated understanding of the tasks and requirements as outlined in the proposal including
the Offeror's ability to strictly meet the Scope of Services requirements. (20 Points)
2. Expertise, experience, and qualifications for providing cleaning and sanitation supplies, systems for
manual ware-washing and training services. (20 points)
3. The provided training curriculum and how the training needs of the LCS locations will be
accomplished. (20 points)
4. The ease of use as it pertains to the proposed materials, supplies, chemicals, etc. Products' ability
to meet the requirements as noted in the Sanitation Systems' Statement of Needs, Green seal
certification, etc. (15 Points)
5. Conciseness and clarity of proposal organization including relevance of staff to this project. (15
Points)
6. Cost associated with program implementation / administration. (10 points)
Method of Award
Following evaluation of the written proposals as submitted, presentations shall be held prior to
selection. LCS reserves the right to hold presentations in a virtual format (not in-person). The
opportunity to present shall be made to two or more Offerors deemed to be fully qualified and best
suited among those submitting proposals, on the basis of the factors involved in the Request for
Proposal, and respondents ranked 1, 2, 3 or more. Upon completion of the presentations, the selection
committee shall select firms for negotiations. After negotiations, the LCS project manager shall begin
negotiations with the selected firm(s) in an attempt to reach an agreement to provide the services.
Price shall be considered, but need not be the sole determining factor. If after negotiations have been
conducted with the top ranked firm(s), an agreement cannot be reached, negotiations will be
terminated with that firm, and negotiations began with the next highest ranked firm. This procedure
will continue until an agreement is reached or negotiations are terminated and the services re-solicited.
At any stage of the selection process should the City determine in writing and in its sole discretion that
only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others
under consideration, a contract may be negotiated and awarded to that Offeror.
Notice of Award will be posted on the City's web site (www.lynchburgva.gov) and on the bulletin board
located outside of the Procurement Office, 3rd floor City Hall, 900 Church Street, Lynchburg, Virginia,
24504.
VII. CONTRACT TERM
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