MCSS Custodial Services RFP CS 05-26

Madison County School System
Request for Proposals
Custodial Services for Madison County School District
Custodial Services RFP CS 05-26
MADISON COUNTY SCHOOL SYSTEM
DANIELSVILLE, GEORGIA 30633
OWNER
MADISON COUNTY BOARD OF EDUCATION
800 MADISON STREET
DANEISLVILLE, GEORGIA 30633
Madison County School System would like you to supply a Proposal for "Turn Key" Custodial
Services for all buildings in the Madison County School system.
The RFP Closing date and time is Monday, June 1, 2026 10:00 AM.
Responses to this Request for Proposal must be in a sealed envelope and must 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 Services
RFP CS 05-26
800 Madison Street
Danielsville, GA, 30633
Contractor(s) are required to use the enclosed specifications forms. They are instructed to read
carefully all items, conditions, and specifications in this letter and attached pages before completing
their proposal.
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.
Madison County School System reserves the right reject any and all proposals, and to waive any
technicalities.
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Purpose
The purpose of this request is to obtain proposals from skilled and proven vendors to provide
complete "turn key" custodial services to the facilities of the Madison County School System.
"Turn Key" is comprised of all equipment, supplies, and custodial services (This includes the
stripping and waxing of floors during the summer excluding gyms.)
Nature of Proposal
Each interested Contractor shall be responsible for the review of information contained herein,
other information which may be requested, and other efforts as necessary for the submission
of a comprehensive proposal which will represent the contractor's best offer as a supplier of
turn key custodial services for Madison County School System facilities.
Each proposal shall be complete, and it shall be outlined and identified by sections of this
request to facilitate evaluation and to prevent evaluators from unnecessary search/arranging
materials for evaluation purposes. In the preparation of each proposal, attention should be
given to the criteria referenced herein which will be used for purposes of evaluation and award
determination purposes.
I. RFP Details
Complete proposals shall be mailed or hand delivered to be received in Madison County
School System Central Office (address below) no later than 10:00 AM on Monday, June 1,
2026. Each proposal must be submitted in a sealed envelope with company name and address
on the outside. MCSS will certify delivery date and time. Late proposals will not be accepted.
Each response should be mailed or hand delivered to the following:
Madison County School System
Attention: Amanda Wommack, Assistant Superintendent
Custodial Services RFP CS 05-26
800 Madison Street
Danielsville, Georgia, 30633
Important Dates
RFP Solicitation Date May 1, 2026
Deadline for Written (emailed) Questions-( Addendum) May 13, 2026 by 10:00 AM
Proposal Deadline June 1, 2026 by 10:00 AM
Conference/Presentations if deemed necessary To Be Determined
Intent to Award June 16, 2026
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II. Notice to Bidder
Each company, before submitting proposals, shall become fully informed as to the extent and
character of the services required. No consideration will be granted for any alleged
misunderstanding of the services to be furnished.
Addendum(s) issued in writing during the time of solicitation will be incorporated in the
subsequent contract. Contractor is responsible for checking the webpage
(www.madison.k12.ga.us) frequently during solicitation period for any potential addendums.
Technical Questions- relating to the RFP must be submitted in writing via email to any or all of
the following: Amanda Wommack, Assistant Superintendent for Business Operations,
awommack@madision.k12.ga.us
The subject line should state "Technical Question for Madison County School Turn Key Custodial
Services RFP". All questions and answers will be posted on the website in an addendum under
the corresponding RFP posting. Deadline for questions is Wednesday, May 13, 2026 by 10:00
AM. Contractors are encouraged to check the website often (www.madison.k12.ga.us) to
review the questions and answers.
III. Proposal Acceptance
1. Proposals will be reviewed and evaluated before a decision is determined.
Madison County School System reserves the right to evaluate all proposals, to
waive any informality, to reject any and all proposals, to accept portions of any
proposal and to accept any proposal which in its opinion may be in the best
interest of the school system.
2. This Request for Proposal does not commit Madison County School System to
contract for any requirements for this solicitation.
3. Madison County School System shall take an amount of time deemed necessary
by the System to make the award- meaning notice of award should not be
expected on the date of the deadline for submission of proposals.
4. The system may elect to conduct post-RFP interviews with any or all vendors as
deemed appropriate and in the best interest of Madison County Schools. A
competitive selection process may be used post-RFP if deemed appropriate and
in the best interest of Madison County School System.
5. A written award or contract furnished to the successful proposer, with the time
for acceptance specified in the offer, shall be deemed to result in a binding
contract without further action by either party.
6. It is the full intent, assuming that satisfactory proposals are received, to award a
contract. If an award is made, it will be for a one-year period and a fixed price,
beginning on the date of the contract July 1, 2026 or a date agreed upon by the
school system and contractor with the ability of Madison County School System
to renew the contract for four (4) additional one (1) year terms. A termination
for convenience provision will be included. Renewals will be made based upon
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the recommendations of the authorized Madison County School System and the
proposer.
7. Termination-/Cancellation- Madison County School System reserves the right to
cancel the contract upon thirty days written notice to the proposer, without
cause.
IV. Evaluation of Proposals
1. Committee -Evaluation of proposals submitted in response to the solicitation will be
conducted by officials of Madison County School System. In the evaluation process, the
total contractor's proposal will be considered. However, particular attention will be paid
to the criteria which are outlined in the CUSTODIAL SERVICES CONTRACTOR PROPOSAL
FORMAT CRITERIA TABS below.
2. Award Criteria-Specific criteria which will be utilized by the committee referenced
above and the relative weight given to each are listed in the next section and must be
included with the proposal.
3. Proposal Submission-Proposal packages shall be sealed and must identify Madison
County School System Custodial Services RFP CS 05-26 identified on the front. Number
of Copies to Submit: one (1) original and three (3) copies.
4. Negotiations- Madison County School System may elect to make an award offer
without conducting interviews or negotiations. However, after the proposals have been
reviewed, the Evaluation Committee may elect to interview selected proposers. The
committee may then enter into additional negotiations.
CUSTODIAL SERVICES CONTRACTOR PROPOSAL FORMAT CRITERIA
TAB 1 Understanding and ability to meet all service requirements (20%)
1. Submit cover letter and introduce 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. Submit a completed copy of the E-Verify Affidavit for 2026. (Exhibit F)
3. How long in business (submit date organized).
4. Submit the number of employees currently on payroll.
5. Submit a summary of understanding of requirements, management practices, and
capabilities of training proposer's employees. Summary should outline the proposer's ability to
meet the physical responsibility and requirements.
6. Submit information related to the company compensation package and a description of the
company's total benefit package including but not limited to health, dental, and life insurance.
7. Submit a list of supplies, chemicals, and equipment to be used in the contract. Equipment list
must include a picture and specification sheet.
8. Submit technique used for cleaning each type of floor.
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9. Proposals should describe employee incentive programs, such as recognition of work,
promotion opportunities, etc.
7. Submit proof of valid workers compensation insurance.
8. Submit proof of valid general liability insurance as indicated under the "insurance" section of
this RFP.
TAB 2 Satisfactory record of performance/relevant experiences/references (20%)
1. Submit Experience in projects of similar size and scope.
2. Provide a list of all current clients. Clearly identifying those that are K-12, 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 services. For all list total square footage and
number of buildings.
3. Provide a list of all K-12 clients from the past 10 years include contact information.
TAB 3 Training, qualifications, and experience of contract and area managers who will be
assigned to this contract. (20%)
1. Submit name, experience, training, and qualifications of contract and area managers to be
assigned to this contract (with titles). If a manager has not been firmly identified for this project
at the time of submittal, state the minimum qualifications/job experience that he/she possess.
2. Submit new and ongoing training programs.
3. Contractor must describe a plan for clear and seamless communication with school and
building administration and their designees.
4. Contractor must provide a technical support plan for cleaning, cleaning of equipment and
cleaning methods in detail. This should include supply inventory and ordering process.
5. Contractor must provide an absenteeism support plan to ensure duties and responsibilities
are coved in the event of custodial staff absence. Also, include a detailed communication plan
framework for building level administrators.
TAB 4 Personnel Plan (20%)
1. Submit a complete plan of organization, management, number of custodians per location
and detailed duties including time schedule for each manager and custodian. The personnel
plan should also include pay rate for each position. By utilizing the information in EXHIBIT A,
the contractor should determine what is needed by school for personnel, equipment, and
supplies for the "turn key" services. "Turn Key" is comprised of all equipment, supplies, and
custodial services. (This includes the stripping and waxing of floors during the summer
excluding gyms.)
2. Submit pay rate and benefits schedule for each manager and custodian.
3. Submit a detailed plan for attracting and retaining new employees and list of employee
benefits.
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TAB 5 Cost (15%)
1. Submit proposed contract cost for "turn key" custodial services including staff/personnel,
equipment, and supply costs. (This includes the stripping and waxing of floors during the
summer excluding gyms.)
2. Proposal pricing must include the total obligation for the proposal including fees, expenses
and related costs. Prices quoted MUST remain firm for the requested service term.
3. Contractor must agree in advance in written form to submit a proposal with cost figures
which will be firm for at least one (1) year after the opening of the proposal.
4. Proposal shall include monthly and yearly "turn key" cost per school on the form provided
(Exhibit B).
5. Bid Bond
TAB 6 Additional information not requested (0%)
1. Submit any additional information or recommendations to be considered by Madison County
School System.
TAB 7 Annual report or financial statement (5%)
1. Submit a copy of current annual report of financial statement prepared by a Certified Public
Account or statement that such information shall be available if chosen for an interview with
the Evaluation Committee.
*All square footage information is approximate.
V. CONTRACT
1. Award- It is the full intent, assuming that satisfactory proposals are received, to
award a contract. If an award is made, it will be for a one-year period and a fixed price,
beginning July 1, 2026 or on the date agreed upon by MCSS and the Contractor with the
ability of Madison County School System to renew the contract for four (4) additional
one (1) year terms. A termination for convenience provision will be included. Renewals
will be made based upon the recommendations of the authorized Madison County
School System and the proposer.
2. Termination-/Cancellation- Madison County School System reserves the right to
cancel the contract upon thirty days written notice to the proposer, without
cause.
3. Assignment- No contract or its provisions may be assigned, sublet, or transferred
without written consent of MCSS.
4. Payments- Payment for services received will be made on a monthly basis. After
approval the invoice will be forwarded for payment. Payment shall be made within 30
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days of receipt of the invoice. Madison County School system is exempt from all state
sales tax and federal excise tax and these taxes must be deducted from any proposal.
5. 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 the MCSS before
the commencement of any work:
A. Commercial/Comprehensive General Lability
1. $1,000,000 Bodily Injury Per Person
2. $1,000,000 Bodily Injury Aggregate Limit
3. $500,000 Property Damage Per Occurrence
4. $1,000,000 Property damage Aggregate Limit
B. Comprehensive Automobile Liability
1. $1,000,000 Property Damage Per Occurrence
C. Workmen's Compensation and Employer's Liability
1. $500,000 Bodily Injury Per Person
D. Umbrella or Excess of Loss Coverage
1. $10,000,000 Per Occurrence
E. The proposer will provide an insurance certificate within 21 days after
acceptance of contract.
F. Madison County School System must have 30 days notice of cancellation or
change in insurance coverage and give its approval.
All insurance policies shall be with carriers licensed to do business in the State of Georgia, and
carry an AM Best rating of "A" or better.
All of the above policies must be occurrence based. Madison County School System shall be
named as an additional insured on all policies. The policies shall contain provisions that the
coverage provided by said policies shall be primary to any insurance maintained by the School
System. Said insurance shall in fact be primary to any insurance maintained by the School
System.
6. The contractor shall indemnify and hold harmless Madison County School System, its
officers, officials, representatives, agents and employees, from and against any and all claims,
demands, suits, loss, damage, injury, and liability, including cost and expenses incurred in
connection therewith, resulting from, arising out of, or in any way connected with the
performance of the contract, except where caused by the sole negligence of the Madison
County School System. This hold harmless clause is in no way an admission of liability on the
part of Madison County School System, or any of its agents, representatives, or employees.
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VI. Scope of Work
The School System requires of the contractor:
- Daily cleaning of all facilities including but not limited to:
* Empty waste receptacles and replace liners as needed
* Sweep floors and baseboards
* Vacuum carpets (where applicable)
* Dust mop and wet mop floors
* Replenish paper towel, toilet paper, and hand soap dispensers
* Clean and sanitize all toilets, sinks, and bathroom floors
* Clean and sanitize counters, desks, doorknobs, light switches and classroom sinks
* Wipe tables and clear trash in cafeteria during and after breakfast
* Wipe tables and clear trash in cafeteria between lunch shifts and after lunch
* Graffiti removal
* Hard floor buffing
* Clean walls and partitions and all other contiguous surfaces
* Dust and wash columns, doors, and door frames
* Vacuum upholstered furniture and full rug areas
* Spot clean carpets as needed
* Wash windows as needed
* Clean ceiling areas, overhead pipes, wall fans, pictures, plaques, wall or ceiling diffusers,
file cabinets, bookcases, etc.
* Scrub and foam restrooms
* Scrub, strip, and seal work on floors (summer)
* Snow and ice removal of areas adjacent to the building(s) - walkways and stairs
-Labor & Supervision of custodial staff
-Consumable supply stock including cleaning supplies and chemicals
-Assurances of Quality of Work
Expectations:
1. The Contractor will provide all consumables.
2. The Contractor will provide a System Manager of Custodial Services to manage the
employees assigned to our facilities.
3. The Contractor will provide all cleaning supplies, chemicals and cleaning equipment as
needed to meet and exceed the expectations of the system. Contractor will provide
hand soap, hand sanitizer, paper towels, toilet tissue, restroom deodorants, trash can
liners, vacuum bags, scrubber pads, etc. Contractor will supply dispensers as needed for
soap, toilet paper, paper towels, etc. a. Soap dispenser and paper towel dispenser will
be located at every sink in every school
4. Contractor will clean, scrub and sanitize restrooms daily.
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5. The contractor will provide all cleaning equipment required to include floor
scrubbers, burnishers, mops, buckets, etc.
6. The contractor will provide all custodial vehicles required and supply all fuel and
maintenance for vehicles.
7. All employees of the contractor must be provided uniforms.
8. The contractor must comply with all statutes of the Equal Opportunity Employer Act
of the state of Georgia and be a Drug-Free Employer. Criminal background checks must
be run on all employees. Background checks should be permanently maintained and on
file and accessible to Madison County School System.
9. During the contract period, the School System and/or contractor may terminate the
agreement if a breach occurs which is not resolved within thirty days after written
notice. Total Due payment will be prorated for the number of months that services
were actually provide.
10. Invoices must be submitted by the end of the month, via email, with payment from
the school system within 30 days of the invoice date. The monthly total should be the
total contract price for the period divided by the number of months in the contract
period.
Specifications& Clarification for Custodial Services
Services to be performed Inside of Buildings
1. All restrooms, offices, classrooms, gymnasiums, media centers, laboratories, cafeterias,
dining rooms, auditoriums, workrooms, and common areas must be cleaned and sanitized daily,
Monday thru Friday, to include weekends when school-sponsored activities are held. Each day,
clean and mop/scrub all tile and vacuum all carpeted floors. All tile hallways and common areas
will be burnished at least once a week to maintain a high shine. No cleaning in the kitchen area
will be required; however, soap and paper products must be supplied to the kitchens and
kitchen restrooms. Custodial employees must clean cafeteria during breakfast and lunch and
remove trash from buildings during breakfast and lunch. Cafeterias will be scrubbed daily with
auto scrubbers. Contractor will provide cleaning after all school events, including go outside
events (stadiums, field day events, etc.). Cleaning of facilities for all non-school system related
events will be done by Contractor and charged to the System on an agreed upon hourly rate.
2. Include a cleaning plan for student holidays during the school year. The expectation of MCSS
is that we will have custodians in the building during all teacher workdays, student holidays,
and at least several days during longer holiday breaks (fall break, Christmas break, spring
break). Calendars can be found on the district website (www.madison.12.ga.us)
3. The Contractor shall be responsible for clean up after all school activities, i.e. football and
basketball games, PTO meetings, dances, and any school related activities/functions.
4. Include a cleaning plan for the summer break and Christmas break.
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a. SUMMER: Completely strip and wax VCT tile floors (GYMS ARE EXCLUDED).
Professionally clean carpet. Deep clean all student bathrooms.
b. WINTER: Deep clean all student bathrooms.
5. Will respond to occasional requests for setting up dining rooms, gymnasiums, etc. for special
functions. Also, include in your response the occasional requests for unloading trucks which
make deliveries of schools' furniture, books, tables, etc., not including food deliveries.
6. Over time or additional custodial rates for services at school system related extra-curricular
and weekend events at MCSS facilities should be outlined in proposal.
7. Services should include general maintenance/handiwork in the school buildings as directed
by school/system administration (Ex: tightening desks and tables, moving furniture, checking
for tripped breakers, etc.).
Services to be performed Outside of Buildings
1.Walkways, porches, and sidewalks will be swept and/or blown as needed.
2.Insect nests and webs will be cleaned off buildings as needed.
3.Trash will be policed around the building daily.
4.Walls, ceilings, and windows must be cleaned.
5.Contractor must include a provision for an administrator in the company (above the local
manager level) to conduct a walkthrough of selected facilities with school system
administration at least once per calendar quarter. Quarterly reports of inspections will be
provided to the school administrator.
6.The System desires outcome-based services, meaning all facilities that are required to be
cleaned should be done to Class A Building Standards and to meet and exceed the expectations
of the Board of Education and its representatives.
Personnel Expectations
1. All employees of the Contractor assigned to the MCSS must meet the following
requirements. They must be:
a. At least 18 years of age.
b. U.S. citizen or authorized to work in the U.S.
c. Completion of criminal background and history reports (CORI) and results in
compliance with state laws. The background check will be made available Madison
County School System to review as needed. Individuals who are not suited to perform
work on Madison County School System Property shall not be considered.
d. Able to read, write, and speak English fluently, and to use courteous language.
e. Able to inspect, see, and report maintenance needs to the Project
Manager/Supervisor and/or to the building principal.
f. Able to interact positively and appropriately with students, school employees, and
the public. This shall especially apply to the head custodian.
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