Project Information

Bid Title

CUSTODIAL SUPPLIES (BID DOCUMENTS)

Issuing Agency

The Kenton County School District

Location

Kentucky

Published Date

May 15, 2026

Closing Date

May 22, 2026

Government Level

State & Local

Status

Closed

Ref. #

59-CUST-27

Original Source

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Project Description

Bid/RFP No.	Bid/Legal Notice	Issue Date	Closing Date & Time	Contact Person
59-CUST-27	CUSTODIAL SUPPLIES (BID DOCUMENTS) ATTACHMENT A - PRICE PROPOSAL WORKSHEET (EXCEL)	05/15/2026	05/22/2026 1:00 PM EST

Attachment Preview

BID/RFP No.:

DATE ISSUED:

BID CLOSING DATE:

TITLE:

CONTRACT ADMINISTRATOR NAME:

EMAIL CONTACT:

INVITATION TO BID

59-CUST-27

5/15/2026

5/22/2026

Custodial Supplies

Jennifer Weis-Smith, Procurement Coordinator

jennifer.weis@kenton.kyschools.us

The Kenton County Board of Education’s Purchasing Department will receive sealed bids for items and/or services listed herein. You

are invited to submit a sealed bid, subject to the Terms and Conditions of this Invitation to Bid. Please read all instructions and

specifications carefully. Failure to comply with these instructions shall disqualify your bid.

BIDS MUST BE RECEIVED NO LATER THAN: May 22, 2026, by 1:00 PM EST.

Delivery of Bid:

1. Mailed or delivered in a sealed envelope marked: “BID No. 59-CUST-27 RESPONSE” or;

2. Emailed with “BID No. 59-CUST-27” in the subject line.

Bid Delivery Address:

Kenton County Board of Education

Attn: Purchasing Department

2044 Tuscanyview Dr.

Covington, KY 41017

Bid E-mail Address:

kenton.purchasing@kenton.kyschools.us

Bid Opening:

1. Bids will be opened on Friday, May 22, 2026, at 1:00 PM EST.

2. All bids must be received by the time and date designated in this invitation. None will be considered thereafter.

3. Bids will be opened and read in the Purchasing Department at the Kenton County Board of Education. You are invited to be

present at the bid opening.

Bid Award:

1. Bid will be awarded at the Board meeting held on Monday, July 6, 2026.

Period of Contract:

1. The period of the contract will be from July 7, 2026 through June 30, 2027.

VENDOR INFORMATION:

Name of Company:

Address:

Contact Name:

Signature:

Phone:

City:

E-mail Address:

Date:

State:

Zip:

BIDDER IS TO COMPLETE THIS COVER SHEET AND SUBMIT WITH THE BID IN ITS ENTIRETY

Page 1 of 15

45A.455 - PROHIBITION AGAINST CONFLICTS OF INTEREST, GRATUITIES, AND KICKBACKS

1. It shall be a breach of ethical standards for an employee with procurement authority to participate directly in any proceeding or

application; request for ruling or other determination; claim or controversy; or other particular matter pertaining to any contract

or subcontract and any solicitation or proposal therefor, in which to his knowledge:

i. He, or any member of his immediate family has a financial interest therein; or

ii. A business or organization in which he or any member of his immediate family has a financial interest as an officer,

director, trustee, partner or employee, is a party; or

iii. Any other person, business, or organization with whom he or any member of his immediate family is negotiating or has

an arrangement concerning prospective employment is a part. Direct or indirect participation shall include but not be

limited to involvement through decision, approval, disapproval, recommendation, preparation of any part of a

purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation,

auditing or in any other advisory capacity.

2. It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for

any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of

employment, in connection with any decision, approval, disapproval, recommendation, preparation of any part of a purchase

request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any

other advisory capacity in any proceeding or application, request for ruling or other determination, claim or controversy, or other

particular matter, pertaining to any contract or subcontract and any solicitation or proposal therefor.

3. It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a

subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an

inducement for the award of a subcontract or order.

4. The prohibition against conflicts of interest and gratuities and kickbacks shall be conspicuously set forth in every local public

agency written contract and solicitation therefor.

5. It shall be a breach of ethical standards for any public employee or former employee knowingly to use confidential information

for his actual or anticipated personal gain, or the actual or anticipated personal gain of any other person.

45A.990 – PENALTIES

1. Any employee or any official of The Kenton County Board of Education, Kentucky, elective, or appointive, who shall take,

receive, or offer to take or receive, either directly or indirectly, any rebate, percentage of contract, money, or other things of

value, as an inducement or intended inducement, in the procurement of business, or the giving of business, for, or to, or from,

any person, partnership, firm, or corporation, offering, bidding for, or in open market seeking to make sales to The Board of

Education of Kenton County, Kentucky shall be deemed guilty of a Class C felony.

2. Every person, firm, or corporation offering to make, or pay, or give, any rebate, percentage of contract, money or any other

thing of value, as an inducement or intended inducement, in the procurement of business, or the giving of business, to any

employee or to any official of The Kenton County Board of Education, Kentucky, elective or appointive, in his efforts to bid for,

or offer for sale, or to seek in the open market, shall be deemed guilty of a Class C felony.

By signing this form, offeror has read, understands, and acknowledges the Conflict of Interest and Penalties statement.

Authorized Signature ___________________________________________ Date____________________________________

Print Name ___________________________________________________ Title____________________________________

BIDDER IS TO SIGN AND ATTACH THIS FORM AND SUBMIT WITH THE BID IN ITS ENTIRETY

Page 2 of 15

1. TERMS AND CONDITIONS

1.1. DEFINITIONS AND CLARIFICATIONS:

i. RFP: Request for Proposal

ii. Proposal, Bid: A complete and properly signed document proposing to do work or provide goods, for the sum(s)

stipulated therein, supported by data called for by the Bid documents.

iii. Offeror, Vendor, Contractor, Bidder: A company, organization or individual who submits a proposal to deliver goods

and/or services – (These terms are interchangeable).

The following terms are interchangeable: The Kenton County Board of Education, The Board, Kenton County School District,

KCSD, The District, Kenton County Schools

The following terms are interchangeable: Solicitation, Request for Proposal, RFP, proposal, Invitation to Bid, Bid

The following terms are interchangeable: Offeror, Vendor, Contractor, Bidder

The following terms are interchangeable: Cost, Price

1.2. GOVERNING LAW: The validity, performance, construction, interpretation, and effect of any/all purchases and/or services,

shall be governed by the laws of the State of Kentucky and policies within the Kentucky Model Procurement Code (KRS 45A).

The Board and contractor shall agree to submit themselves to the exclusive jurisdiction of the courts located within Kenton

County, Kentucky, in connection with any cause of action arising from any/all purchases and/or services.

1.3. KENTUCKY MODEL PROCUREMENT: The Kentucky Model Procurement Code (KRS 45A), adopted by The Kenton County

Board of Education, shall be deemed incorporated by reference in these specifications as though fully quoted herein. In the

event of any conflict between this Invitation to Bid and the Kentucky Model Procurement Code Regulations, the Kentucky

Model Procurement Code Regulations shall control.

1.4. PERFORMANCE BOND: The Board reserves the right to determine the ability of any bidder to perform the work and any

bidder shall, upon request, furnish such information as may be necessary to determine such ability, including performance

bond, if requested.

1.5. IRS W-9 FORM: All awarded bidders, as a result of this Invitation to Bid, shall submit a completed IRS W-9 Form within ten

(10) business days of the bid award notification.

1.6. CERTIFICATE OF INSURANCE (COI): All contractors, vendors, or service providers coming onto any of The Board’s location

premises to do work or provide services shall have insurance and provide a Certificate of Insurance (COI). Insurance is necessary

to cover any claims or losses for which the contract/vendor may be responsible. A COI is a standard form issued by the

insurance company evidencing the insurance information (including policy limits and types of insurance) of its policyholder.

The following minimum insurance standards shall apply:

1. Worker’s Compensation: Statutory limits are required.

2. Commercial General Liability Insurance: Including Bodily Injury and Property Damage Liability, Independent

Contractors Liability, Contractual Liability, Product Liability, and Completed Operations Liability in an amount not less

than $1,000,000 single limit per occurrence, and $2,000,000 aggregate.

3. Automobile Liability Insurance: For contractors who will drive on The Board’s property, Automobile Liability in an

amount not less than $1,000,000 per occurrence for bodily injury and property damage, including owned, hired and

non-owned vehicle coverage.

a. For Charter Bus Companies, the minimum Automobile Liability coverage required is $5,000,000.

Vendors and contractors shall name the “Kenton County Board of Education” as an additional insured for the duration of the

contract period. The Offeror agrees that required insurance shall not be cancelled or allowed to lapse during the term of any

awarded contract without prior written notification to The Board.

Certificates of insurance shall be provided upon renewal until the contract period expires or the contract is terminated.

A Certificate of Insurance shall be included with all required bid forms at the time of the bid opening.

Page 3 of 15

1.7. CRIMINAL HISTORY VERIFICATION: The successful bidder certifies that a criminal history background check has been

performed on all employees that may come into contact with KCSD students. Any employees with the following offenses will

not be permitted to have any contact with any KCSD students:

i. Sex related offense convictions;

ii. Convictions against minors;

iii. Felony offense convictions against persons or property;

iv. Alcohol violation convictions within two (2) years from date of check, and no more than two (2) such convictions total;

v. Drug related offense convictions;

vi. Deadly weapon-related offense convictions;

vii. A pattern of irresponsible behavior, based upon the background check.

1.8. FORCE MAJEURE: Except to the obligation to make payment, any delay in or failure of performance by either party to this

contract shall not constitute a default under this contract nor give rise to any claim for damage, cost, or expense if and to the

extent such delay or failure is caused by an act of God, flood, fire, earthquake or explosion, war, invasion, hostilities, terrorist

threats or acts, riots or other civil unrest, government order of law, actions, embargoes or blockades, national or regional

emergency, or other similar event beyond the control of the delayed or non-performing party. Notwithstanding the foregoing,

a party that is delayed in or prevented from performing for any reason shall promptly notify the other party in writing of the

reason for the non-performance and the anticipated extent of any delay or non-performance and shall take diligent steps to

minimize the adverse impact of the delay or non-performance.

1.9. PRICES: All prices quoted shall remain firm during the term of the contract.

1.10. TAXES: The Board’s tax-exempt status applies in accordance with revenue policy 51P370 P370 revised 6/01/1983, and in

accordance with 103 KAR 26.070. A state sales tax exempt certificate, upon request, shall be provided to the awarded bidder.

1.11. ORDERING: Orders shall be placed by electronic order entry or by e-mail. NO ORDER shall be accepted without a Kenton

County Board of Education Purchase Order.

1.12. INVOICE AND PAYMENT TERMS: Invoices and packing slips shall list: Purchase Order Number, Order Number, Item Number,

Quantity, Brief Description, Unit Price, and Total.

Invoices shall be submitted to: accounts.payable@kenton.kyschools.us

Payment terms are NET 45 – 60 days. This is not negotiable.

i. Payments are made the day following the regularly held monthly Board meeting. The Board attempts to be timely with

all payments but is required to follow all Board policies and procedures for payments.

ii. Checks/payments are run once a month and are subject to deadlines for the monthly Board meeting. All invoices

received after the check run deadline must wait until the following month for payment.

1.13. DELIVERY: The contractor agrees to furnish and deliver the items and/or services within the terms of the contract.

1.14. SUBSTITUTIONS: If during the period of the contract a vendor finds it necessary to make substitutions, they shall obtain prior

approval from the Purchasing Department.

1.15. WARRANTY: Contractor shall make available and honor all manufacturer’s warranties; standard and extended.

1.16. MATERIAL SAFETY DATA SHEET (MSDS): Contractor shall provide, upon request, the most recent MSDS information sheets

for any products delivered to any KCSD location.

1.17. PENALTIES: In case of default by the contractor, The Board may procure the articles and services from other sources and may

deduct the amount of excess cost so paid from any unpaid balance due to the vendor, and the price paid shall be considered

the prevailing market price at the time such purchase is made.

1.18. EQUAL OPPORTUNITY: During the performance of this contract, the contractor agrees to abide by the policies of 41 CFR 60-

1.4(a), which prohibits discrimination against any employee or applicant for employment because of race, color, religion, sex,

sexual orientation, gender identity, or national origin. Moreover, these regulations require that the contractor take affirmative

action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender

identity, or national origin.

Page 4 of 15

1.19. K.O.S.H.A STANDARDS AND HAZARD COMMUNICATION STANDARD: If applicable, all materials and services must meet or

exceed K.O.S.H.A (Kentucky Occupations & Safety Health Act) standards and must comply with the O.S.H.A. (Occupational

Safety & Health Administration) Hazard Communication standards 1910.1200.

1.20. HOLD HARMLESS: Contractor agrees to indemnify and hold The Board harmless from any and all claims for death or injury to

contractor’s personnel arising while such personnel are on premises owned or controlled by The Board in connection with the

performance of this order, and contractor shall maintain Worker’s Compensation Insurance and Employees Liability insurance

in the minimum amount of $100,000 dollars (unless otherwise specified within the contract) covering all personnel while on

The Board’s premises.

1.21. KENTUCKY RESIDENT BIDDER RECIPROCAL PREFERENCE: In accordance with KRS 45A.494, a Kentucky resident bidder shall

be given preference against a non-resident bidder registered in any state that gives or requires a preference to bidders from

that state. The preference shall be equal to the preference given or required by the state of the non-resident bidder.

1.22. LOBBYING: Contractors that apply or bid for an award exceeding $100,000 must file the required certification pursuant to

the Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352, and the New Restrictions on Lobbying.

1.23. LEGAL AND CONTRACTUAL REMEDIES: The Board, or its designee, shall have authority to determine protests and other

controversies of actual or prospective bidders, offerors, or contractors in connection with the solicitations or selection for an

award of contract. Any actual or prospective bidders, offerors, or contractors aggrieved in connection with solicitation or

selection for an award of contract may file protest with the Executive Director of Operations of The Board. A protest or notice

of other controversy regarding the solicitation must be filed prior to opening. A protest or notice of other controversy regarding

an award must be filed promptly within fourteen (14) days after the award. All protests or notices of other controversies must

be in writing and addressed to:

The Kenton County Board of Education

ATTN: Executive Director of Operations

2044 Tuscanyview Dr.

Covington, KY 41017

The Board, or its designee, shall issue a decision in writing. A copy of that decision shall be provided to the aggrieved party and

shall state the reasons for the action taken. The decision of The Board shall be final and conclusive.

1.24. CORRECTIVE ACTION REQUEST (C.A.R.): When an incident occurs with a contracted vendor that The Board deems

unacceptable, The Board may issue a C.A.R. to the vendor. The procedure is as follows:

1. The Board’s Purchasing Department will issue a written C.A.R to the vendor in question detailing the incident,

problem(s), and/or issue(s) relating to the contract. The vendor may have up to fourteen (14) days from the date of the

issue to respond in writing.

2. The Board’s Purchasing Department will review the vendor’s response, evaluate it, and determine whether or not the

proposed solution is suitable to The Board.

3. Once the written response received from the vendor is deemed suitable by The Board’s Purchasing Department, The

Board will issue a C.A.R. response detailing the action proposed by the vendor and agreed upon by The Board.

4. If the written response received from the vendor is deemed unsuitable by The Board’s Purchasing Department, The

Board will issue a C.A.R. response defining what action will be taken. The Board may revoke the contract and refuse

potential bids from the vendor until such a time is deemed suitable by The Board.

5. If The Board’s Purchasing Department does not receive a response from the vendor, the contract shall be dissolved and

considered null and void. In addition, the vendor may not bid on future contracts for three (3) years

1.25. TERMINATION: Contracts may be terminated by The Board at any time with a thirty (30) days written notice or upon the

discretion of the Board, in a shorter period, if the terms of the contract are violated.

THE FOLLOWING TERMS ARE SPECIFIC TO STUDENT NUTRITION/FEDERAL FUNDS CONTRACTS ONLY:

1.26. SUSPENSION AND DEBARMENT: When applicable, contractor understands that a contract award must not be made to parties

listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines

Page 5 of 15

Commodity Codes

• NAICS 561720Janitorial Services

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