RFP - Custodial Services

REQUEST FOR PROPOSALS
ISSUE DATE: March 31, 2026
ISSUING AGENCY: HART COUNTY SCHOOL DISTRICT
Locations Where Work Will Be Performed: Individual schools and facilities within the Hart County
School District.
PERIOD OF CONTRACT: 12 months with Hart County Charter System having the option to extend
for up to four additional one-year terms.
Sealed Proposals will be received until Monday, May 4, 2026, at 2 PM at the Hart County
School District Board of Education Office located at 284 Campbell Drive, Hartwell, GA
30643 for furnishing the Goods/Services described herein.
*********** LATE PROPOSALS WILL NOT BE ACCEPTED ***********
Schedule of Events:
a. Owner issues public/website advertisement of RFP 3.31.2026
b. Deadline for written questions/inquiries for clarification 4.20.2026 5:00 PM
c. Deadline for submission of Statements of Qualifications 5.04.2026 2:00 PM
d. Owner completes evaluation 5.11.2026
e. Committee interviews finalist firms (if deemed necessary) 5.18.2026 - 5.19.2026
f. Board approval of Custodial Services Provider selected 6.15.2026
INQUIRIES: Proposers shall have until Monday, April 20, 2026, 5:00p.m., to make any inquiries.
All inquiries for information should be directed in writing to: Brooks Mewborn, 284 Campbell
Drive, Hartwell, GA 30643 or via email at bmewborn@hart.k12.ga.us. Please use "Custodial
RFP" in the subject line of the email.
PROPOSALS MAY BE DELIVERED (HAND DELIVERED, EXPRESS MAIL SERVICES, ETC.) OR MAILED (BY
U.S. MAIL OR CERTIFIED MAIL) to Hart County School District, Associate Superintendent Brooks
Mewborn, 284 Campbell Drive, Hartwell, GA 30643.
In compliance with the Request for Proposal and to all the terms and conditions imposed herein,
the undersigned offers and agrees to furnish the services in accordance with the attached
signed proposal.
Name and Address of Firm: ________________________________________________________________
__________________________________________________________________________________
Phone Number: ________________________ By: ______________________________________
Signature in Ink
Date: __________________________________ Title: ____________________________________
Agent Authorized to Enter into Contract
The Hart County Boord of Education is an Equal Opportunity Owner/Employer and will not discriminate against any party
submitting a proposal because of race, creed, color, religion, sex, notional origin, or ADA disability status.

TABLE OF CONTENTS
I. PURPOSE OF REQUEST FOR PROPOSAL
II. NATURE OF PROPOSAL
Ill. PROGRAM REQUIREMENTS
IV. SCOPE OF PROGRAM
V. SPECIAL REQUIREMENTS FOR THE SUBMISSION OF A PROPOSAL
VI. EVALUATION OF PROPOSALS
VII. CONTRACT
VIII. RESPONSIBILITES OF CONTRACTOR
IX. QUALIFICATIONS
X. SPECIFICATIONS
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I. PURPOSE OF REQUEST FOR PROPOSAL
The purpose of this Request for Proposal is to solicit proposals from qualified proposers for
custodial services for Hart County Charter System schools and facilities.
II. NATURE OF PROPOSAL
Each interested proposer shall be responsible for the review of this Request for Proposal,
other information which may be requested, site visitation as required, and other
information as it deems necessary for the submission of a comprehensive proposal which
will represent the proposer's best offer as a supplier of custodial services for the Hart
County Charter System.
Each proposal shall be complete, and it shall be outlined and identified by sections of
this Request for Proposal to facilitate Hart County Charter System' review. In the
preparation of each proposal attention should be given to the criteria referenced which
may be used for purposes of review and award determination.
Ill. PROGRAM REQUIREMENTS
A. General - The proposer shall furnish all management, employment, supervision, and
cleaning personnel, equipment, cleaning supplies, tools, and other materials as required
for performance under this Request for Proposal.
B. Cleanliness - It will be the responsibility of the proposer to provide custodial services for
the individual locations in keeping with high standards for an educational institution from
the perspectives of sanitation, public relations, and protection of the facility. Therefore,
the intent of this proposal request is to approach this matter from a level of cleanliness
concept, and a detailed cleaning schedule is included for review and consideration.
IV. SCOPE OF PROGRAM
A. General - The overall scope of work is to provide complete custodial services as required
for Hart County School Charter System facilities. See Attachment "D".
B. Through actual measurements, use of existing drawings and/or other means, it shall be
the responsibility of the proposer to verify measurements as deemed applicable for the
submission of a proposal. Square footages quoted in Attachment "D" are
approximations.
V. SPECIAL REQUIREMENTS FOR THE SUBMISSION OF A PROPOSAL
A. Bid Bond - Your proposal must include either a bid bond issued by a surety or sureties
licensed in Georgia or a certified check. The amount of surety shall be five percent (5%)
of the total proposal amount. If a certified check is submitted in lieu of a bid bond, it
must be made payable to the Hart County Charter System.
B. Site Visits - It is the responsibility of the proposers to examine existing conditions prior to
assembling their proposal. All proposers are encouraged to visit Hart County Charter
System properties as required to assess conditions. Please contact Brooks Mewborn via
email at bmewborn@hart.k12.ga.us to arrange for site visits. Please use "Custodial RFP
Site visits" in the subject line of the email.
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C. Copies of Proposal - Each proposal shall include one (1) digital copy (via jump drive)
and six (6) separately bound identical copies. Submit proposals in a sealed envelope
with proposer's name, RFP Reference, and project name clearly indicated as follows:
Hart County Charter System Custodial Services.
Failure to comply may result in rejection of proposal.
D. Acceptance/Rejection of Proposal -
1. The contract may be awarded to the qualified proposer whose proposal is determined
by the Hart County Charter System to be most advantageous to Hart County Charter
System. The committee's evaluation of criteria and other factors will be taken into
consideration.
2. Hart County Charter System reserves the right to reject any or all proposals and
to waive informalities and irregularities in proposals received.
3. This Request for Proposal does not commit the Hart County Charter System to
contract for any requirements for this solicitation.
4. A written award or contract furnished to the successful proposer, within the time for
acceptance specified in the proposal, shall be deemed to result in a binding
contract without further action by either party.
E. Waiver - Proposer agrees to waive any claims it has or may have against the Hart
County Charter System, its Board employees, agents, members, representatives and
legal counsel, arising out of or in connection with the: (1) administration, evaluation,
recommendation or selection of any proposal or qualifications; (2) waiver of any
representations under the proposal or documents; (3) approval or rejection of any
proposal or qualifications; and (4) award of a contract.
F. Unit and Total Cost - Each proposal shall include monthly and yearly unit and total cost
figures.
VI. EVALUATION OF PROPOSALS
A. Committee - Evaluation of proposals submitted in response to the solicitation will be
conducted by officials of the Hart County Charter System. In the process of evaluation,
the total proposer's proposal will be considered. However, particular attention will be
paid to those criteria which are referenced in section Vl.(B) of this request. 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.
B. Communication with Proposers during evaluation period-
a. During the process of evaluation, the committee may need additional
information. This need will be requested by the Hart County Charter System, and
the proposer shall be responsible for responding in written form or in person as
requested.
b. Following completion of the initial evaluations, if deemed necessary by the
committee, the firms deemed best qualified, at the sole discretion of the
committee, may be granted an opportunity to appear before the Evaluation
Committee to make an oral presentation and submit to an interview. ALL
PROPOSERS PLEASE HOLD May 18th and 19th, 2026 AVAILABLE FOR POTENTIAL
INTERVIEWS.
C. Award Criteria - Specific criteria which will be utilized by the committee referenced
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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 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. Acknowledge receipt of any amendments.
3. Submit a completed copy of the E-Verify Affidavit (Attachment "B")
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 new 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 (25 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 & Experience of key personnel who will be assigned to this
contract (25 Points)
1. Submit name, title, experience, training, & qualifications of key personnel
to be assigned to this contract.
TAB 4 Cost (25 Points)
1. Submit Cost on the enclosed "Bidding Schedule/ Price - Business Proposal"
(Attachment "D"), to include values for "BASE COST" and "TOTAL MAXIMUM
CONTRACT PRICE" for both monthly and annual amounts.
2. Bid Bond
3. Number of total daily hours listed on Attachment "D" at each school.
TAB 5 Annual Report or Financial Statement (10 Points)
1. Submit a copy of 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.
Exceptions taken to the RFP (0 Points)
Additional Information Not Requested (0 Points)
D. Negotiations - The Hart County Charter System may elect to make an award offer without
conducting interviews or negotiations. However, after the proposals have been reviewed,
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the Evaluation Committee may elect to interview selected proposers. The committee
may then enter into additional negotiations.
VII. CONTRACT
A. Award - It is the full intent, assuming 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 for
the FY27 school year, with the ability of the Hart County Charter System to renew the contract for
four (4) additional one-year terms. A termination for convenience provision will be included.
Renewals will be made based upon the recommendations of the authorized representatives of
the school system and the proposer. In case of extensions, the cost per month, which was
submitted in the proposer's proposal, may be increased or decreased. During extensions, the
cost figure may be changed in accordance with any change in United States Consumer Price
Index over the preceding twelve months effective 90 days prior to the termination of the
contract period. Final approval for any contract or extensions shall be made by the Hart County
Charter System. This Request for Proposal shall be incorporated into any contract awarded.
B. Assignment - No contract or its provisions may be assigned, sublet, or transferred without
written consent of the District.
C. Termination/Cancellation - The Hart County Charter System reserves the right to
cancel the contract upon thirty days written notice to the proposer, with or without
cause.
D. 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 a
reasonable timeframe. The Hart County Charter System is exempt from all state sales tax
and federal excise tax, and these taxes must be deducted from any proposal. Prior to
submitting an invoice on any given month, custodial service provider must consult with
Associate Superintendent regarding adjustments to the invoice for the following items:
a. General staffing penalty - The proposer should maintain 90% of required monthly
employee hours at all times. For any month when staffing falls below 90%, a I %
reduction from invoice will be required for each percent below.
b. Management staffing penalty - The proposer must maintain the required
management staffing, including at a minimum (I) contract manager, (4) area
managers, and (4) training personnel. A reduction in payment will be enforced
for any vacancies beyond 30 days. Amount of penalty will be determined by
Hart County Charter System's Associate Superintendent.
E. 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 District before
the commencement of any work:
I. 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
a. $1,000,000 Property Damage Per Occurrence
3. Workmen's Compensation and Employers' Liability
a. $ 500,000 Bodily Injury Per Person
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4. Umbrella or Excess of Loss Coverage
a. $10,000,000 Per Occurrence
5. The proposer will provide an insurance certificate with 21 days after
acceptance of contract.
6. Hart County School District must have IO days notice of cancellation
or change in insurance coverage and give its approval.
The District shall be named as an additional insured by Endorsement on the
proposer's policy as to the subject contract.
F. Addenda -Any "Addenda" or Instruction to Proposer issued by Hart County School District
prior to the time for receiving proposals shall be included in the resulting contract.
VIII. RESPONSIBILITIES OF PROPOSER
A. Contract Management Team - The District will require the following supervisory
positions to be filled as the minimum acceptable to the District to manage this
contract.
One (1) Contract Manager (Custodial Account Manager)- The Contract Manager shall reside in Hart
County to represent the Contractor, and to be responsive to the Custodial Coordinator. This should be an
executive position filled by an experienced manager. Contract Manager must have a cell phone with a local
number and email access.
Four (4) Area Managers - Area Managers will be responsible for the total cleaning package for their assigned
schools. The Area Managers shall be responsible for the hiring, firing and training of all employees in their
area. The Area Managers shall be responsible for maintaining supplies and equipment and inspecting the
work in their area. Communications concerning their areas shall be directed to the contract manager. Area
Managers must each have a cell phone with a local number and email access. AREA MANAGERS ARE
RESPONSIBLE FOR MAINTAINING CONSISTENT COMMUNICATION WITH HART COUNTY SCHOOL DISTRICT
BUILDING LEADERSHIP (PRINCIPAL OR DESIGNATED PERSON) TO ENSURE SATISFACTION WITH THE SERVICE
PROVIDED. Area Managers are required to meet regularly with building leadership (weekly at a minimum).
Building Supervisors - The proposer shall designate one, 8-hour, person at each location as "night
supervisor". Communications from the principal shall be directed to the Proposer's Building
Supervisor. The supervisor at each location shall notify the principal or site manager of any
condition, deterioration, damage, safety hazard, menace or inoperative device promptly upon
discovery. The principal shall notify the Custodial Coordinator who will communicate with the
Associate Superintendent. The Proposer's Building Supervisor shall be on-site to supervise all cleaning
activity and the cleaning employees on that site, as well as perform cleaning duties.
Four (4) Training Personnel - Trainers will be responsible for new employee training and
continuous training for all employees.
B. Proposer shall be familiar and in complete compliance with, OSHA, AHERA, SCDHEC,
and EPA requirements and shall immediately report any loss of time or major injuries to
the Custodial Coordinator.
The proposer shall be responsible for training his employees in the application of
chemicals and the use of equipment to facilitate safe conditions for the employees,
students, staff and faculty.
The proposer shall be responsible for training his employees in an approved Asbestos
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Awareness Program.
C. Workmanship - The proposer's employees shall be thoroughly experienced and/or
trained and certified in the trade or class in which they are employed. All work shall be
performed according to the specifications covering the class or type of work and shall
meet with the approval of the Custodial Coordinator. The proposer shall be responsible
for providing the proper training for all of proposer's employees regarding the proper
handling of equipment and application of cleansers, polishes, waxes, and other
chemical substances. Documented quarterly training of all employees in cleaning
techniques and safety regulations will be required. Damages resulting from the improper
application or use of chemical substances will be the responsibility of the proposer.
Additionally, the proposer is responsible for providing all training for his employees as
required by AHERA, SCDHEC, OSHA, and EPA regulations. The proposer must have a
semi-annual meeting with entire cleaning staff to discuss safety and district concerns.
The Custodial Coordinator must be present at the meeting.
D. Chemicals, Materials and Equipment
1. The procurement and maintenance of all equipment, supplies, materials, and
chemicals for the successful execution of this contractual obligation shall be the
proposer's responsibility. Materials shall be stored neatly in areas designated by the
district. School storage space will be provided as available at each school. Proposer
shall be responsible for providing any extra storage space needed at the school.
This may include but not limited to include storage containers, pods, etc. The
district shall assume no responsibility for loss or damages of stored materials,
chemicals and equipment. Damage to the District's storage facilities shall be the
responsibility of the contractor.
2. District will provide locked storage spaces where available, but it shall not be
responsible for losses that may be incurred due to theft and/or vandalism.
Proposer's Building Supervisor will be responsible for checking supplies daily and making
sure they are replenished.
3. Chemicals and equipment must meet or exceed system expectations.
4. OSHA requirements are commonly recognized with safety requirements. Proposer shall
be responsible for maintaining Material Safety Data Sheets (MSDS) on each job site for
all chemicals used in the cleaning process.
5. Vacuum cleaners used during the proposal period shall be HEPA approved. Proposer is
responsible for proper operation and upkeep of HEPA vacuums.
6. Proposer must furnish all needed safety equipment and protective devices necessary for
the safety of all building occupants and property of the District.
7. Proposer shall maintain proposer's equipment to present a neat appearance, be free from
hazards, and to perform in a "like new" manner. All cleaning equipment shall be cleaned
after work is completed each day.
8. Proposer shall maintain or replace at its own expense the washer and dryer at each
school. District shall assume no responsibility for the washer and dryers. When contract
period is over the proposer may only take the machines that they have replaced all
others must be left. The custodial coordinator must approve of all machines being
removed at the end of the contract.
E. Office and Storage Space
1. Proposer shall provide their own office space for operations and warehouse space
for equipment storage. Office must be centrally located within the district.
2. All combustibles such as propane, gasoline etc. must be stored outside in wired
cages. Proposer shall furnish wire cages to be placed in district approved areas.
3. The proposer, while performing his work, may utilize janitor closets in each school.
Proposer must always maintain such room in a neat and sanitary condition. Mops
shall be clean and hung to enhance drying; mop buckets shall be empty and clean
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when stored.
F. On Monday morning at 9:00am the proposer shall provide weekly inspection reports of all
facilities under this proposal to the Custodial Coordinator/Associate Superintendent.
G. Keys
1. All building keys except one (1) outside entry door key and alarm key shall be
secured inside the building in a safe place assigned by the principal or site manager.
2. Keys, which may be distributed at the beginning of each work period, shall be
returned to the appropriate supervisor at the end of each work period.
3. Two sets of keys will be furnished to the proposer for each facility by the District. The
proposer will not have additional keys duplicated. If additional keys are needed, a
request shall be made to the Custodial Coordinator/Associate Superintendent. The
District's representative will make these additional keys and the proposer will be billed
for the cost. It is extremely important that the proposer be responsible and
accountable for the keys and security of the building. Upon termination of the
contract, the proposer shall return all keys to the Custodial Coordinator/Associate
Superintendent before the final payment is made. Proposer keys lost or stolen while in
the possession of the proposer, will be replaced and all applicable locks re-keyed at
the proposer's expense if it is determined that security of the facility has been
compromised.
4. Employees shall not leave keys in doors or admit anyone into any building or office
that is not a designated employee of the proposer.
5. It is the responsibility of the proposer to lock all exterior doors after students and
teachers have left for the day. All exterior doors shall remain locked while the building
is being cleaned. All doors which were unlocked upon entry will be immediately
locked.
H. Security - The proposer shall be responsible for training employees in security
requirements of the District and shall be responsible for the enforcement of the same.
The District security requires that you provide them with a list of all employees hired by
name, social security number, date of birth, sex, race, and address. The proposer shall
have E-Verify checks of all applicants prior to employment. A copy of the E-Verify
report must be issued to the Custodial Coordinator/Associate Superintendent upon
request. Additionally, each employee shall be informed of the following:
1. The proposer shall be responsible for safeguarding against loss, theft, or damage of
all District's property, materials, equipment, and accessories that might be exposed
to the proposer's employee.
2. The area managers and day and night porters will be trained to secure buildings and set
alarms. The Contract Manager will do this training with assistance from the Custodial
Coordinator/Associate Superintendent.
3. The Custodial Coordinator/Associate Superintendent will provide the proposer the
appropriate security code numbers for each building.
4. Guns, knives, or other dangerous weapons shall not be allowed on District property.
5. The proposer's employees working after normal school hours shall secure and keep
all outside doors and windows locked while performing their duties, keep fire doors
operable, and monitor unauthorized entries. The proposer's employees shall report any
issues to the Principal or Site Manager immediately. Proposer's employees shall
perform a "fire watch" function, shall upon completion of work secure doors and
windows, turn off general lighting and shall report to the principal or site manager
actions of students that abuse the physical plant.
6. The Proposer's Building Supervisor at each location shall secure the buildings.
I.
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I. Each school is protected by an electrical surveillance system. Procedures to arm and
disarm the system will be explained and provided to the proposer's day porters and
night crew supervisors. Security system codes will only be provided to those
proposer's employees absolutely essential to have them.
2. Alarms caused by failure to disarm the system upon entry into the school or by
carelessness on the part of the proposer's employees will result in a fine of $100.00 per
occurrence to be deducted from the monthly contract payment.
J. The Proposer's Building Supervisor will insure the
school/building alarm systems are deactivated and appropriate outside doors are
unlocked at 6:00 a.m. each day, Monday through Friday. The proposer's night crew
supervisor must insure that all doors and windows in the school/buildings are locked. The
proposer's night crew supervisor must make sure the building is vacant and the alarm
system is activated (armed) before leaving the premises.
NOTE: Outside doors must be checked to insure that they can be locked before 4:00
p.m. each day. Problems encountered locking any exterior door must be called in to the
Custodial Coordinator/Associate Superintendent. The successful proposer shall be
provided the telephone number.
K. D uring the normal school day, problems with the security system should be
reported to the Principal who will report it to the Maintenance Department. After
school hours, the proposer's night crew supervisor shall report the problem to the
Custodial Coordinator/Associate Superintendent if the problem cannot be
corrected and the alarm system set.
L. Drug Free Workplace - All forms of tobacco products, alcohol, and drugs and
paraphernalia are prohibited on District property.
M. Damage or Theft - Proposer shall be responsible for the repair or replacement to the
satisfaction of the District, any damage to the facility caused by any employee of the
proposer. The proposer shall be responsible for any loss or damage to property including
money, securities, merchandise, fixtures, and equipment belonging to the District or to
any other person or organization to such extent as the District is legally liable for such loss
or damage. If any such loss or damage was caused by the proposer or any employees
thereof, while such employee is on the premises of the District as an employee of the
proposer. Should it be determined that the proposer's employees are responsible, the
proposer is legally liable. Proposer will always take a neutral position between employee
and the District and investigate the matter in order to protect the relationship with the
District.
N. Proposer's Employees
1. All matters pertaining to recruiting, screening, hiring, compensating, retaining, and
terminating shall be the exclusive responsibility of the proposer. These matters shall be
done fully in compliance with all state and federal statutes and regulations
pertaining to affirmative action, non-discrimination, wage and hour, insurance,
background checks, and any other stipulations prudent to employee management.
under this proposal.
2. Only those employees who have been properly trained shall be assigned duties.
3. Any employee whose work habits and/or conduct are deemed objectionable shall
be removed from the School District upon request of the Custodial
Coordinator/Associate Superintendent.
4. The proposer agrees to be responsible for and shall provide general supervision of all
his employees working under this proposal. Whenever any employee is working, there
shall be a designated supervisor directing all work.
5. Any substitute worker or newly assigned custodian shall report to the main office
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