Project Information

Bid Title

RFP - Custodial Services

Issuing Agency

Hart County Schools Board of Education

Location

Georgia

Published Date

Mar 31, 2026

Closing Date

May 4, 2026

Government Level

State & Local

Status

Closed

Original Source

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Project Description

RFP - Custodial Services

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ISSUE DATE: March 31, 2026

REQUEST FOR PROPOSALS

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 Char ter Sy s tem 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

b. Deadline for written questions/inquiries for clarification

c. Deadline for submission of Statements of Qualifications

d. Owner completes evaluation

e. Committee interviews finalist firms (if deemed necessary)

f. Board approval of Custodial Services Provider selected

3.31.2026

4.20.2026 5:00 PM

5.04.2026 2:00 PM

5.11.2026

5.18.2026 - 5.19.2026

6.15.2026

INQUIRIES: Proposers shall have until Monday, A p r i l 2 0 , 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

P R O P O S E R S 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

1.

2.

3.

Cost (25 Points)

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.

Bid Bond

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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Commodity Codes

• NAICS 561720Janitorial Services

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