Custodial Services RFP 2026-2027

The Polk School District is seeking competitive proposals from qualified vendors to establish a fixed-price contract for custodial products and support services covering multiple school facilities in Georgia for the 2026 calendar year, with potential renewal options through 2031. The contract encompasses the supply of custodial chemicals, equipment, safety data sheets, and related support services, including biweekly deliveries, monthly invoicing, and cleaning for athletic and school events, as well as annual floor waxing. Proposals are due by October 28, 2025, following a mandatory pre-proposal meeting on October 2, 2025. The district emphasizes environmental standards, safety compliance, and responsible contractor qualifications, including experience with K-12 institutions, insurance, bonding, and adherence to Georgia laws such as E-Verify and drug-free workplace requirements. The procurement process prioritizes best value over lowest price, with evaluation based on contractor responsibility, technical capability, company experience, and overall qualifications, rather than solely on cost. The contract stipulates that all services and supplies must meet federal, state, and local regulations, with specific provisions for insurance, safety data sheets, and chemical labeling in accordance with OSHA and GHS standards. Deliveries are scheduled every 14 days, with provisions for emergency shipments, and all products must be properly packaged and labeled, though no military or bar-coding standards are mandated. The agreement includes detailed inspection and acceptance procedures, requiring monthly cleanliness inspections at each school, with reports submitted within 24 hours, and stipulates that non-conforming items will be rejected and replaced at no cost to the district. Payment is made monthly in arrears based on a single bundled fixed price, with invoices sent to the district’s maintenance address. The contract also incorporates compliance with Georgia’s nondiscrimination, debarment, and drug-free workplace statutes, with responsibilities for background checks, certifications, and disclosures outlined. Overall, the district aims to secure a responsible, experienced vendor capable of maintaining high standards of cleanliness and safety across its facilities through a comprehensive, performance-based contractual arrangement.