Project Information

Bid Title

Janitorial Services for Head Start Centers

Issuing Agency

Knox County

Location

Tennessee

Published Date

Dec 18, 2025

Closing Date

Feb 3, 2026

Government Level

State & Local

Status

Closed

Ref. #

3707

Original Source

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Bid Documents

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Project Description

Name of Solicitation	Number	Deadline Due Date	Buyer	Attachments
Janitorial Services for Head Start Centers	3707	02-03-26	Robert Mackey (865) 215-5754	Click Here for the Solicitation

Attachment Preview

The Procurement Division of Knox County, Tennessee will receive sealed bids for the provision of Janitorial Services

for Head Start Centers as specified herein. Bids must be received by 2:00 p.m. on February 3, 2026 Late bids will

neither be considered nor returned.

Deliver Bids To:

Bid Number 3707

Knox County Procurement Division

Suite 100

1000 North Central Street

Knoxville, Tennessee 37917

The Bid Envelope must show the Company Name, Bid Number, Bid Name & Bid Closing Date.

SECTION I

GENERAL TERMS AND CONDITIONS

1.1 ADDITIONAL INFORMATION: Knox County wants requests for additional information routed to Robert

Mackey, CPPB, Senior Buyer, at 865-215-5754, or emailed to robert.mackey@knoxcounty.org. If you have

not heard from the Buyer in a reasonable amount of time, please call for further assistance. Information about

the Knox County Procurement Division and current bids may be obtained on the internet at

www.knoxcounty.org/procurement.

1.2 ACCEPTANCE: Vendors shall hold their price firm and subject to acceptance by Knox County for a period of

ninety (90) business days from the date of the bid opening, unless otherwise indicated in their bid.

1.3 ALTERNATIVE BIDS: Knox County will not accept alternate bids (those not equal to specifications) unless

authorized by the Invitation for Bids.

1.4 AUDIT HOTLINE: Knox County has established an Audit Hotline to report potential fraud and waste. To report

potential fraud, waste, or abuse, file a report online by accessing https://www.knoxcounty.org/audit/hotline.php

Vendors are hereby cautioned that this Audit Hotline does not replace the Award Protest Procedures

found in Section VI, Item M of the Knox County Procurement Regulations.

1.5 AWARD: Award will be made to the most responsive, responsible bidder(s) meeting specifications which

presents the product or service that is in the best interest of Knox County. Knox County reserves the right to

award this bid on an all-or-none basis, line-item basis, schedule basis, or by multiple awards. Knox County

also reserves the right to not award this bid. The evaluation criteria are listed herein.

1.6 BID DELIVERY: Knox County requires respondents, when hand delivering submittals, to time and date stamp

the envelope before depositing it in the bid box. Knox County will not be responsible for any lost or misdirected

mail sent by common carrier, nor will Knox County be responsible for submittals delivered to addresses and

Suites other than the delivery address and Suite specified at the top of this solicitation. The time clock in the

Procurement Division shall serve as the official record of time.

Responses must be in a sealed envelope/box prior to entering the Procurement Division office.

Procurement Division personnel are not allowed to see the submittal nor assist in placing documents

in an envelope/box. Additionally, the Procurement Division is not responsible for providing materials

(e.g. envelopes, boxes, tape) for submittals.

1.7

BUSINESS OUTREACH PROGRAM: Knox County has established a Business Outreach Program which has

the responsibility of increasing opportunity for small, minority and women owned businesses. This is being

accomplished through community education programs, policy edification, active recruitment of interested

businesses and process re-engineering.

Knox County is committed to ensuring full and equitable participation for all businesses. Knox County

welcomes submittals from those disadvantaged businesses that have an interest in providing goods and/or

services listed herein.

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In addition, Knox County strongly encourages the inclusion of disadvantaged businesses by non-

disadvantaged Contractors who may wish to partner or subcontract portions of this agreement in order to

accomplish the successful delivery of goods and/or services. If you are a disadvantaged business and would

like additional information about our Business Outreach Program, please contact:

Diane Woods, CPPB, Business Outreach

Administrator Knox County Procurement

Telephone: 865.215.5760

Fax: 865.215.5778

Email: diane.woods@knoxcounty.org

1.8 CONFLICT OF INTEREST: Vendors must have read and complied with the “Non-Conflict of Interest"

statement provided in the vendor registration process prior to the opening of this solicitation.

1.9 COPIES: Knox County requires that bids be submitted as one (1) marked original, one (1) exact copy.

1.10 DECLARATIVE STATEMENTS: Any statement or words (e.g.: must, shall, will) are declarative statements

and the vendor must comply with the condition. Failure to comply with any such condition may result in the

bid being considered non-responsive and disqualified.

1.11 ELECTRONIC TRANSMISSION OF BIDS: Knox County's Procurement Division will accept, and strongly

encourages, electronically transmitted bids through the County’s online Procurement system. Email and

facsimile submission are strictly prohibited. Knox County shall not be responsible for technical difficulties

experienced by vendors trying to register or submit their bid electronically less than twenty-four (24) hours prior

to the bid opening time.

1.12 HOW TO DO BUSINESS: Knox County utilizes a web-based Procurement software system, “KnoxBuys.” The

system provides our clients (vendors, county departments and the citizens of Knox County) with a more

enhanced and end-user-friendly means of accessing our services. The system allows for online vendor

registration and maintenance, electronic receipt of Purchase Orders, online retrieval and submittal of quotes,

bids and bids for our vendor-clients and online requisitioning and receiving for County departments. In order for

the County to maximize its investment and minimize the cost associated with office operations we need your

help. When doing business with Knox County we are urging you to please go to our website at

www.knoxcounty.org/procurement, register as a vendor in our online Procurement system, “KnoxBuys,” if you

have not done so, and whenever possible, to conduct your business with the County through this site. If you

have any questions, please contact the Procurement Division Representative listed in Section 1.1 of this

document.

1.13 INCURRED COSTS: Knox County will not be responsible for any costs incurred by the bidder in the preparation

of their bid.

1.14 MULTIPLE BIDS: Knox County will consider multiple bids that meet specifications.

1.15 NON-COLLUSION: Bidders, by submitting a signed bid, certify that the accompanying bid is not the result of,

or affected by, any unlawful act of collusion with any other person or company engaged in the same line of

business or commerce, or any other fraudulent act punishable under Tennessee or United States law.

1.16 PAYMENT METHOD: Knox County utilizes two (2) methods of placing order for products and/or services. The

first is the use of Purchase Orders. These Purchase Orders will be issued from the Knox County Procurement

Division via the method selected by the vendor during registration. The Purchase Order will detail the quantity,

specific item(s) and the contracted price for each item.

The second method is the use of the Knox County Credit Card (VISA). Orders placed with the card will list the

same information as the Purchase Order. Vendors will be given the card information and approval to process

the transaction by the requesting department.

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Vendors must indicate in their bid response if the vendor will accept Knox County’s Credit Card (VISA) as a form

of payment. Bidders are prohibited from charging Knox County any type of merchant fee from their financial

institution to accept this type of payment.

1.17 POSSESSION OF WEAPONS: All vendors and their employees and their agents are prohibited from

possessing any weapons on Knox County property without prior written consent from the County. No weapons

are allowed on Head Start properties (with the exception of law enforcement).

1.18 PROCESSING TIME FOR PAYMENT: Vendors are advised that a minimum of thirty (30) days is required to

process invoices for payment.

1.19 PROOF OF FINANCIAL AND BUSINESS CAPABILITY: Vendors must, upon request furnish satisfactory

evidence of their ability to furnish products or services in accordance with the terms and conditions of these

specifications. Knox County will make the final determination as to the vendor’s ability.

1.20 RECYCLING: Knox County, in its continuing efforts to lessen the amount of landfill waste and to further

recycling efforts, requests that bids being submitted on paper shall:

1.20.1 Be submitted on recycled paper;

1.20.2 Not include pages of unnecessary advertising;

1.20.3 Be made on both sides of each sheet of paper;

1.21 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS: It is the responsibility of the prospective bidder to review

the entire Invitation for Bids (IFB) packet and to notify the Procurement Division if the specifications are

formulated in a manner that would unnecessarily restrict competition. Any such protest or question regarding

the specifications or proposing procedures must be received in the Procurement Division by January 20, 2026

@ 4:30 p.m. local time. These requirements also apply to specifications that are ambiguous.

1.22 SIGNING OF BIDS: In order to be considered, all bids must be signed. Please sign the original in blue

ink. By signing the bid document, the vendor acknowledges and accepts the terms and conditions stated in

the bid document. When submitting electronically, the submission of the bid constitutes the acceptance of all

terms and conditions and will legally bind the vendor to the County’s request for goods/services and the

vendor’s subsequent response.

1.23 TAXES: Knox County purchases are not subject to taxation. Tax exemption certificates will be provided upon

request.

1.24 TERM BID AGREEMENTS: If this bid results in a term bid Contract with the vendor, Knox County must receive

all general price decreases that other similar customers receive.

1.25 TITLE VI OF THE 1964 CIVIL RIGHTS ACT: “Nondiscrimination in Federally Assisted Programs”—“No person

in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be

denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal

financial assistance.” 42 U.S.C. Section 2000 et seq. It is the policy of Knox County Government that all its

services and activities be administered in conformance with the requirements of Title VI and Title IX.

1.26 UNFORESEEN CIRCUMSTANCES: During periods of closure due to unforeseen circumstances in Knox

County or closures at the direction of the Knox County Mayor, the Procurement Division will enact the following

procedures in regard to solicitations and closures:

• If the Mayor closes the Administrative offices prior to the time set for solicitation opening of any business

day, all solicitations due that same day will be moved to the next operational business day.

• Other unforeseen circumstances shall be at the sole discretion of the Procurement Director.

• Knox County shall not be liable for any commercial carrier’s decision regarding deliveries during any

unforeseen circumstances.

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1.27 USE OF BID FORMS: Vendors must complete the bid forms contained in the bid package. Failure to complete

the bid forms may result in bid rejection.

1.28 VENDOR DEFAULT: Knox County reserves the right, in case of vendor default, to procure the articles or

services from other sources and hold the defaulting vendor responsible for any excess costs occasioned

thereby. Should vendor default be due to a failure to perform or because of a request for a price increase,

Knox County reserves the right to remove the vendor from the County's bidder’s list for twenty-four (24)

months.

1.29 VENDOR REGISTRATION: Prior to the opening of this bid, ALL BIDDERS MUST be registered with the

Procurement Division. Please register online at our website at www.knoxcounty.org/procurement and click on

“Online Vendor Registration”. Vendors must be registered with the Procurement Division prior to submitting

their bid. Knox County shall not be responsible for technical difficulties experienced by vendors trying to

register electronically less than twenty-four (24) hours prior to the bid closing time.

1.30 WAIVING OF INFORMALITIES: Knox County reserves the right to waive minor informalities or technicalities

when it is in the best interest of Knox County.

SECTION II OBLIGATIONS, RIGHTS AND REMEDIES

These terms and conditions shall be part of the Contract. Knox County reserves the right to negotiate other

terms and conditions it deems appropriate and necessary under the circumstances to protect the public’s trust.

2.1

ALTERATIONS OR AMENDMENTS: No alterations, amendments, changes, modifications, or additions to

this Contract shall be binding on Knox County without the prior written approval of the County.

2.2

APPROPRIATION: In the event no funds are appropriated by Knox County for the goods or services in any

fiscal year, or insufficient funds exist to purchase the goods or services, then the Contract shall expire upon

the expenditure of previously appropriated funds or the end of the current fiscal year, whichever occurs first,

with no further obligations owed to or by either party.

2.3

ASSIGNMENT: Contractor shall not assign or sub-contract this agreement, its obligations, or rights hereunder

to any party, company, partnership, incorporation, or person without the prior written specific consent of Knox

County.

2.4

BOOKS AND RECORDS: Contractor shall maintain all books, documents, accounting records and other

evidence pertaining to the goods and services provided under this Contract and make such materials available

at its offices at all reasonable times during the Contract period and for five (5) years from the date of the final

payment under this agreement for inspection by County or by any other governmental entity or agency

participating in the funding of this agreement, or any authorized agents thereof; copies of said records to be

furnished if requested. Such records shall not include those books, documents and accounting records that

represent the Contractor's costs of manufacturing, acquiring, or delivering the products and services governed

by this agreement.

2.5

CHILD LABOR: Contractor agrees that no products or services will be provided or performed under this

Contract that have been manufactured or assembled by child labor.

2.6

COMPLIANCE WITH ALL LAWS: Contractor is assumed to be familiar with and agrees to observe and

comply with all Federal, State, and Local laws, statutes, ordinances, and regulations in any manner affecting

the provision of goods and/or services, and all instructions and prohibitive orders issued regarding this work

and shall obtain all necessary permits.

2.7

CRIMINAL HISTORY RECORDS CHECK: Any and all successful vendors, vendor employees, and any

vendor subcontractor and its employees must submit to a criminal history records check, at vendor’s expense,

conducted by the Tennessee Bureau of Investigation and the Federal Bureau of Investigation prior to permitting

the employee to have contact with students or enter school grounds when students are present. Reference

Tennessee Code Annotated Section 49-5-413.

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2.8

DEFAULT: If Contractor fails to perform or comply with any provision of this Contract or the terms or conditions

of any documents referenced and made a part hereof, Knox County may terminate this Contract, in whole or

in part, and may consider such failure or noncompliance a breach of Contract. Knox County expressly retains

all its rights and remedies provided by law in case of such breach; and no action by Knox County shall

constitute a waiver of any such rights or remedies. In the event of termination for default, Knox County reserves

the right to purchase its requirements elsewhere, with or without competitive proposing.

2.9

GOVERNING LAW; VENUE: This agreement shall be exclusively construed, governed, and controlled by the

Laws of the State of Tennessee without regard to principles of law, including conflicts of law, of any other

jurisdiction, territory, country, and/or province. Any dispute arising out of or relating to this agreement shall

exclusively be brought in the Chancery Court or the Circuit Court of Knox County, Tennessee. Each party

consents to personal jurisdiction thereto and waives any defenses base on personal jurisdiction, venue, and

inconvenient forum.

2.10 INCORPORATION: All specifications, drawings, technical information, Invitation for Bids, Bid, Award, and

similar items referred to or attached or which are the basis for this Contract are deemed incorporated by

reference as if set out fully herein.

2.11 INDEMNIFICATION—HOLD HARMLESS: Contractor shall indemnify, defend, save, and hold harmless Knox

County, its officers, agents and employees from all suits, claims, actions or damages of any nature brought

because of, arising out of, or due to breach of the agreement by Contractor, its subcontractors, suppliers,

agents, or employees or due to any negligent act or occurrence or any omission or commission of Contractor,

its subcontractors, suppliers, agents or employees.

2.12 INDEPENDENT CONTRACTOR: Contractor shall acknowledge that it and its employees serve as

independent contractors and that Knox County shall not be responsible for any payment, insurance, or

incurred liability.

2.13 INSPECTION AND ACCEPTANCE: Warranty periods shall not commence until Knox County inspects and

formally accepts the goods and/or services. The terms, conditions and timing of acceptance shall be

determined by Knox County. Knox County reserves the right to reject any or all items or services not in

conformance with applicable specifications, and Contractor assumes the costs associated with such

nonconformance. Acceptance of goods or services does not constitute a waiver of latent or hidden defects or

defects not readily detectable by a reasonable person under the circumstances.

2.14 IRAN DIVESTMENT ACT: By submission of this bid, each bidder and each person signing on behalf of any

bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty

of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to

Tennessee Code Annotated § 12-12-106.

2.15 LIMITATIONS OF LIABILITY: In no event shall Knox County be liable for any indirect, incidental,

consequential, special, or exemplary damages or lost profits, even if Knox County has been advised of the

possibility of such damages.

2.16 NO BOYCOTT OF ISRAEL: Pursuant to Tennessee Code Annotated Title 12, Chapter 4, Part 1, by

submission of a response to this solicitation, each respondent and each person signing on behalf of any

respondent certifies, and in the case of a joint response each party thereto certifies as to its own organization,

under penalty of perjury, that to the best of its knowledge and belief that each respondent is not currently

engaged in, and will not for the duration of the contract engage in, a boycott of Israel.

2.17 NON-DISCRIMINATION AND NON-CONFLICT STATEMENT: Contractor agrees that no person on the

grounds of handicap, age, race, color, religion, sex, national origin, individual trait or characteristic found to

be an illegal consideration shall be excluded from participation in, or be denied benefits of, or be otherwise

subjected to discrimination in the performance of this agreement, or in the employment practices of vendor.

Contractor shall upon request show proof of such non-discrimination and shall post in conspicuous places

available to all employees and applicants notices of non-discrimination.

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Commodity Codes

• NAICS 561720Janitorial Services

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