RFP Custodial Services

Request for Proposal
For
Custodial Services
For The
Murray County School System
Prepared by:
Chris Crow
702 Old Dalton Ellijay Rd.
Chatsworth, GA 30705
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Murray COUNTY SCHOOL SYSTEM
REQUEST FOR PROPOSALS
ISSUING AGENCY: MURRAY COUNTY SCHOOL SYSTEM
FACILITIES DEPARTMENT.
702 Old -Dalton Ellijay Rd Chatsworth, GA 30705
Locations Where Work Will Be Performed: Individual schools and facilities within the Murray County
School System.
PERIOD OF CONTRACT: 12 months with Murray County School System (sometimes also referred to
herein as the "Murray County School District" or the District")having the option to extend for up
11
to four additional one-year terms.
Sealed Proposals for furnishing the Goods/Services described herein will be
received until May 21, 2026 a .t 10:00am at the Murray County Maintenance &
Facilities Location, 702 Old Dalton Ellijay Road. Chatsworth. GA 30705.
*********** LATE PROPOSALS Will NOT BE ACCEPTED***********
INQUIRIES: Proposers shall have until May 14, 2026 to make any inquiries. All inquiries for
information should be directed in writing to: Chris Crow. 702 Old Dalton Ellijay
Road. Chatsworth. GA 30705 or via email at chris.crow@murray.kl2.ga.us.
PROPOSALS MUST BE DELIVERED to Maintenance & Facilities location of Murray County School
System, 702 Old Dalton Ellijay Road. Chatsworth. GA 30705.
In compliance with the Request for Proposal and to all the terms and conditions imposed herein.
the undersigned offers and agrees to furnish the goods and services in accordance with the
attached signed proposal.
Name and Address of Firm:
Date: _____________
By: ____________
Signature in Ink
Phone Number: ________
Title: ______________
Agent Authorized to Enter into Contracts
The Murray County Board 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. national origin, or ADA
disability status.
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TABLE OF CONTENTS
I. PURPOSE OF REQUEST FOR PROPOSAL
II. NATURE OF PROPOSAL
III. PROGRAM REQUIREMENTS
N. SCOPE Of PROGRAM
V. SPECIAL REQUIREMENTS FOR THE SUBMISSION OF A PROPOSAL
VI. EVALUATION OF PROPOSALS
VII. CONTRACT
VIII. RESPONSIBILITES OF PROPOSER
IX. QUALIFICATIONS
X. SPECIFICATIONS
XI. ATTACHMENTS
A. CLEANING SCHEDULE
B. E-VERIFY AFFIDAVIT
C. BIDDING SCHEDULE / PRICE -BUSINESS PROPOSAL
D. CLEANING CHECKLIST
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I. PURPOSE OF REQUEST FOR PROPOSAL
The purpose of this document is to solicit proposals from qualified vendors of Custodial
Services for selected Murray County School 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 Murray
County School System.
Each proposal shall be complete, and it shall be outlined and identified by sections of this
Request for Proposal to facilitate Murray County School 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, training,
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 and
the supervision 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. A detailed cleaning schedule is included for review and consideration in
Attachment .. A".
IV. SCOPE OF PROGRAM
A. General - The overall scope of work is to provide complete custodial services as required
for Murray County School Systems' facilities listed.
B. Space - 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.
V. SPECIAL REQUIREMENTS FOR THE SUBMISSION OF A PROPOSAL
A. Mandatory Tour of Facilities- It shall be the sole responsibility of the proposer to visit each
facility to acquaint itself with the nature and extent of work involved. Site visits will start
May 14, 2026 at 9:00am. Transportation to all sites will be up to the proposer. District will
have representatives to conduct tours and answer questions. Although tours are not
mandatory, they are highly encouraged.
B. Questions related to RFP and requirements
C. Copies of Proposal - Each proposal 'shall include One ( 1} original and Three (3)
separately bound identical copies. Additionally, proposals are to include an electronic
copy in PDF format USB drive. Submit proposals in a sealed envelope with proposer's
name, RFP Reference, and project name clearly indicated. Failure to comply may result
in rejection of proposal.
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D. Acceptance/Rejection of Proposal
1 . The contract may be awarded to the qualified proposer whose proposal is determined
by the Murray County School System to be most advantageous to Murray County
School System. The committee's evaluation of criteria and other factors will be taken
into consideration.
2. Murray County School 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 Murray County School 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.
5. In competitive sealed proposals, prices will not be divulged at opening.
E. Waiver - Proposer agrees to waive any claims it has or may have against the Murray
County School 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
and figures.
VI. EVALUATION OF PROPOSALS
A. Committee - Evaluation of proposals submitted in response to the solicitation will be
conducted by officials of the Murray County School 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.
During the process of evaluation the committee may need additional information. This
need will be requested by Murray County School System and the proposer shall be
responsible to respond in written form or in person as requested.
B. Award Criteria -Specific criteria which may be utilized by the committee in the evaluation
process is referenced below and must be included with the proposal.
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PROPOSAL CRITERIA FORMAT
TAB 1 Understanding & Ability to Meet all Service Requirements
l. 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 all the equipment to be used in the contract. Include a picture and
specification sheet of each equipment if em listed.
9. Submit a list of supplies and chemicals to be used in the contract.
l0 . Submit technique used for cleaning each type of floor.
11 . Submit definition and methodology for Deep Cleaning of Restrooms, and
Cafeteria.
TAB 2 Satisfactory Record of Performance
l . Submit Experience in school facilities 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
1. Submit name, experience, training, & qualifications of key personnel to be assigned
to this contract (with titles).
2. Give a detailed description of your company's employee training, schedule of on
going training, and who will be responsible for providing the training.
3. Give a detailed description of how your company will have employees evaluate
the training offered to them.
4. Submit a name that will be assigned to follow up with employees who may need
additional follow up training.
TAB 4 Cost
1. Submit Cost on the enclosed Bidding Schedule"
11
2. Bid Bond
3. Number of total daily hours at each school.
TAB 5 Annual Report or Financial Statement
l. 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.
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TAB 6 Exceptions taken to the RFP
TAB 7 Additional Information not Requested
C. Negotiations - The Murray 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.
VII. CONTRACT
A. 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 period beginning on the date of the contract
at a fixed price, with the ability of Murray County School System to
renew the contract for four { 4) additional one year terms. A termination for
convenience provision will be included. The contract must comply with
O.C.G.A. 20-2-506. Renewals will be made based upon the recommendations of the
authorized representatives of Murray County 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 within negotiations.
B. Assignment- No contract or its provisions may be assigned, sublet, or transferred without
written consent of the District.
C. Termination/Cancellation - Murray County School 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 Murray County School System is exempt from all state sales tax and federal
excise tax and these taxes must be deducted from any proposal.
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:
1 * 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
4. Umbrella or Excess of Loss Coverage
a. $10,000,000 Per Occurrence
5. The proposer will provide an insurance certificate within 21 days after
acceptance of contract.
6. Murray County School System must have 10 days notice of cancellation or
change in insurance coverage and give its approval.
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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 Proposers issued by Murray County School
System prior to the time for receiving proposals shall be included in the resulting contract.
VIII. RESPONSIBILITES 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.
1. Project Manager - The Project Manager shall reside within 30 miles of the Murray
County School District area to represent the Contractor, and to be responsive to the
Director of Facilities. This should be an executive position filled by an experienced
manager. The Project Manager will supervise the Facility Managers. The Director of
Facilities shall report any problems or concerns with the Facility Managers and Building
Employees to the Project Manager. Project Manager must have a cell phone with a
local number, email access and a work van or pick-up truck. Project Manager shall not
oversee school buildings directly and be available for emergencies that require
custodial response.
2. Facility Managers - The proposer shall designate two Facility Managers for both the
North and South Feeder School Patterns (total of four). Facility Managers will be
responsible for the total cleaning package for their assigned area. The* Facility
Managers shall work with the Project manager on hiring, firing and training of all
employees in their area. The Facility Managers shall be responsible for maintaining
supplies and equipment list for each of the schools in their area and inspecting the
work in their facilities. All communications concerning their facilities shall be directed
to the Project Manager. Facility Managers must each have a cell phone with a local
number and email. Facility Managers must be available for emergencies that require
custodial response. Although a company vehicle is not required, Facility Managers
should have means for transportation to move within their area.
3. Building Supervisor - The proposer shall designate one person at each location as
"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 Director of
Facilities. 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.
4. General Staffing Conditions: The proposer should maintain 90% of the required monthly
hours at all times. For any month when staffing falls below 90%, a 1% reduction from the
invoice will be required for each percent below. An attendance roster will be provided
monthly to the Director of Facilities.
5. Management Staffing Penalty: The proposer must maintain the required management
staffing, including at a minimum: (1) contract manager; (2) area managers; and (2) training
personnel.
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A reduction in payment will be enforced for any vacancies beyond the 30 days.
Amount of the penalty will be determined by the Director of Facilities.
6. Project Coordination and Inspections: The proposer shall coordinate and schedule
the proposer's staff to complete the daily work. The proposer shall plan the work in
conjunction with the school principal to minimize disruption of school operations. At
the discretion of the principal, the main offices shall be cleaned only during normal
business hours. Contracted staff will not enter the main office / administrative areas
after 4:00pm.
B Safety - Proposer shall be familiar and in complete compliance with, OSHA, AHERA,
SCDHEC, and EPA requirements and shall immediately report any loss or time
of major injuries to the Director of Facilities.
The proposer shall be responsible for training his/her 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/her employees in an approved Asbestos
Awareness Program.
C. Workmanship - The proposer's employees shall be thoroughly experienced and/or
trained and certified in the particular 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 the approval of the Director of Facilities. 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 semiannual meeting with entire cleaning
staff to discuss safety and district concerns. The Director of Facilities 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 responsiblity.
2. Materials shall be stored neatly in areas designated by the District or the Director
of Facilities. School storage space will provided as available at each individual 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 or damages of stored materials,
chemicals and equipment. Damage to the District's storage facilities shall be
the responsibility of the contractor.
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3. 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 shall post a list of supplies, with minimum requirements, at each
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school. The proposer's Building Supervisor will be responsible for checking
supplies daily and making sure they are replenished.
5. Chemicals and equipment must meet or exceed OSHA requirements and
commonly recognized 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.
6. Vacuum cleaners used during the proposal period shall be HEPA approved.
Proposer is responsible for proper operation and up keep of HEPA vacuums.
7. Proposer must furnish all needed safety equipment and protective devices
necessary for the safety of all building occupants and property of the District.
8. 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.
Telephones - The Project Manager and the facility managers shall maintain a cell
E. phone service with local or toll free service to the district.
F. Office and Storage Space
1 . Proposer shall provide their own office space for operations and warehouse space
for supplies and equipment storage.
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 if needed.
The proposer, while performing his work, may utilize janitor closets in each school. Must
maintain 4 ft. clearance for all cut offs, electrical panels, roof hatch, network cabinets,
3.
and other structures. 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 when stored.
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