High Ceiling and Surface Cleaning Multiple Schools

Location:	Kentucky
Posted:	Sep 1, 2026
Due:	Sep 23, 2026
Agency:	Warren County Public Schools
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Solicitation No:	2027-03
Publication URL:	To access bid details, please log in.

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SCHOOL DISTRICT OF

WARREN COUNTY PUBLIC SCHOOLS

BOWLING GREEN, KENTUCKY

REQUEST FOR PROPOSAL

RFP # 2027-03

HIGH CEILING AND SURFACE CLEANING

MULTIPLE SCHOOLS

PROPOSAL SUBMISSION DEADLINE:

10:00 AM (CT), WEDNESDAY, SEPTEMBER 23, 2026

The District will conduct a MANDATORY Pre-Bid Walkthrough for all prospective vendors. Attendance is

required to be eligible to submit a proposal. All vendors must report to Greenwood High School on

Wednesday, September 9, 2026 at 9:00 AM CST. Address: 5065 Scottsville Road Bowling Green, KY 42104

All time references in this RFP refer to the Central Time Zone.

INSTRUCTIONS FOR SUBMISSION OF PROPOSAL

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IMPORTANT

✔ Proposals shall be received by the deadline stated in Section 2, Schedule of Events.

✔ Offerors are encouraged to use the following “Proposal Submission Checklist” to ensure they have

included all the required items.

Mail or hand-deliver your Proposal to:

Warren County Schools Board Office

303 Lovers Lane

Bowling Green, KY 42103

• If mailing, allow for ample time for your proposal to be received before the deadline.

• If hand-delivering, allow for ample time for potential long lines at the Board Office and to get through

any security and check-in procedures.

Proposals received after the submission deadline will be disqualified.

PROPOSAL SUBMISSION CHECKLIST

A. SUBMIT THE FOLLOWING FOR YOUR TECHNICAL PROPOSAL IN AN ENVELOPE LABELED “TECHNICAL

PROPOSAL.”

• ATTACHMENT A (signed) - SOLICITATION RESPONSE COVER PAGE

• ATTACHMENT B - NON-DISCRIMINATION/MINORITY-OWNED BUSINESS FORM

• ATTACHMENT C (notarized) - REQUIRED AFFIDAVIT FOR BIDDERS, OFFERORS AND CONTRACTORS

• ATTACHMENT D (if applicable) (notarized) - RESIDENT VENDOR AFFIDAVIT

• ATTACHMENT E - REFERENCES

• ATTACHMENT F - TECHNICAL PROPOSAL

• Certificate of Insurance (found in Section 6) - Providing this is optional during the RFP process but is

required within 5 business days of Contract award.

B. SUBMIT THE FOLLOWING FOR YOUR COST PROPOSAL IN A SEPARATE AND SEALED ENVELOPE AND LABEL

THE ENVELOPE “COST PROPOSAL.”

• ATTACHMENT G (signed) - COST PROPOSAL FORM

Both Technical Proposal and Cost Proposal envelopes may be included together in a single larger envelope for

mailing or delivery purposes.

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SECTION 1. INTRODUCTION

A. STATEMENT OF PURPOSE

This Request for Proposals (“RFP”) is issued by Warren County Public Schools (“the District”) to solicit

proposals from qualified individuals and organizations (“Offerors”) to furnish the goods and services described

in this document. Additional details may be found in Section 3. Scope of Services.

B. LEGAL REQUIREMENTS

Offerors are advised that any contract resulting from this RFP shall comply with all applicable provisions of KRS

Chapter 45A and other statutes and policies noted in this RFP. The Warren County Public Schools Procurement

Manual (as adopted by the Warren County Board of Education) shall be fully incorporated by reference into

this RFP. A copy of this Procurement Manual may be obtained from the District Office upon request at a cost

not to exceed the cost of reproduction.

C. SYNONOMOUS TERMS

As used throughout this proposal and its attachments, the following terms are synonymous:

a. Warren County Public Schools and District are synonymous.

b. Solicitation, Request for Proposals, and RFP are synonymous.

c. Offeror, Supplier, Vendor, Company, Firm, are synonymous.

d. Agreement and Contract are synonymous.

e. Successful Offeror and Contractor are synonymous.

f. Project, Services, Scope, and Work are synonymous.

SECTION 2. SCHEDULE OF EVENTS, COMMUNICATIONS

A. SCHEDULE OF EVENTS

Event

Date

Release of RFP

9/1/2026

MANDATORY PRE-BID WALKTHROUGH

9/9/2026

Deadline for written questions

9/14/2026

Answers for written questions posted

9/16/2026

Deadline for Proposals to be submitted

9/23/2026

Anticipated Date of Contract Award

9/30/2026

Anticipated Contract Start Date

10/1/2026

The District reserves the right to adjust these dates during the solicitation process.

Time (CT)

9:00 am

3:00 pm

10:00 am

B. RFP AND ADDENDA

The RFP and addenda may be downloaded from the District website while the RFP is posted.

C. MANDATORY PRE-BID WALKTHROUGH

The District will conduct a mandatory Pre-Bid Walkthrough for all prospective vendors. Attendance is required

to be eligible to submit a proposal.

All vendors must report to Greenwood High School on Wednesday, September 9, 2026 at 9:00 AM CST.

Address: 5065 Scottsville Road Bowling Green, KY 42104

Following the walkthrough at Greenwood High School, vendors will be escorted to the following WCPS sites

(order may vary):

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• Drakes Creek Middle School

• GEO International High School

• Moss Middle School

• South Warren High School

• South Warren Middle School

• Warren East Middle School

Vendors are encouraged to take photographs and ask questions during the walkthrough. All questions maynot

be answered on-site; however, all questions and responses will be documented and included in the RFP

addendum when it is reposted with the Q&A on September 16.

Please note: Verbal responses provided during the walkthrough are not official. Only answers published in the

RFP addendum should be considered authoritative. Vendors should review all posted Q&A carefully, as some

verbal responses may be revised.

D. COMMUNICATIONS

Any questions about the RFP must be submitted by the deadline for written questions specified in the

Schedule of Events. Questions must be submitted by email to the District Finance Director, Kathy Phelps, at

kathy.phelps@warren.kyschools.us. Responses will be provided in the addendum, which will be posted to the

WCPS website.

The abovementioned individual shall be the sole point of contact concerning this solicitation. Prospective and

actual Offerors shall not directly contact other District personnel regarding matters concerning this solicitation

or to arrange meetings related to such. Any unauthorized contact may be cause for disqualification of the

Offeror.

NOTE: Submit any proposed exceptions or deviations to any term, condition, or requirement in this solicitation

prior to the deadline for questions to the contact listed above. Any proposed exceptions or deviations not

submitted by the deadline for questions will not be considered. The District reserves the right to summarily

decline any proposed exceptions or deviations. All requests submitted by the questions deadline will be

reviewed, and the District’s responses will be issued in the RFP addendum.

Any further contract-level considerations may be discussed only with the preliminarily awarded vendor during

negotiations; however, the District is under no obligation to accept any requested changes at that stage, and

some or all may be declined.

E. AMENDMENTS TO THE RFP

Please note that any amendments to a solicitation (such as the revision of the RFP to include the answers to

the written questions) will be posted on the District website where the RFP was originally posted.

It is important for prospective Offerors to check the website regularly for posted addenda. No amendments

will be issued later than seven (7) days prior to the submission deadline of proposals, except for postponing

the date for receipt of proposals, or withdrawing the request for proposals. Each Offeror shall determine prior

to submitting its proposal that it has received all amendments issued. Offerors are responsible for submitting

proposals using the latest version and amendments to the solicitation.

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SECTION 3. SCOPE OF SERVICES

The Warren County Board of Education seeks qualified and insured vendors to clean high ceilings and all other

high surfaces in several schools. Essentially, all areas to be cleaned are those that are too high for District staff

to safely do so.

Warren County Schools will provide indoor lifts for vendors, so it is not necessary for vendors to build the use

or rental of lifts into their costs. Lift usage will be coordinated with the District’s Facilities office.

Greenwood High School

Drakes Creek Middle School

GEO International High School

Moss Middle School

South Warren High School

South Warren Middle School

Warren East Middle School

The cleaning schedule will be discussed and agreed upon by the awarded vendor and the District Facilities

Department. Once the schedule is set, the awarded vendor must complete all services by the agreed-upon

date. If the vendor does not complete the services by this date, the District may cancel the contract for all

remaining cleaning and issue a contract with another vendor who submitted an adequate proposal.

Please note that this Scope of Work may be revised after the Pre-Bid Walkthroughs. If it is revised, the

changes will be noted on the revised RFP that will repost on September 16.

GENERAL REQUIREMENTS

The Contractor should provide the services described in Section 3. Scope of Services.

Prior to starting any work, the Contractor shall communicate with District Maintenance staff about all work to

be performed, scheduled start and completion dates, and products to be applied. The Contractor shall obtain

District Maintenance signature indicating satisfactory completion of each project or site.

The Contractor shall ensure that all work areas are cleaned to the District’s satisfaction upon completion and

prior to leaving each site.

SAFETY - Students, faculty, and visitor safety is paramount. The Contractor is responsible for safely blocking the

work areas from foot traffic with appropriate barricades, or automobile traffic with cones, barricades, and/or

road guards and safely diverting automobile traffic.

DAMAGES/INJURIES - The Contractor shall report all malfunctions or potential problems to a District

authorized representative in writing as quickly as possible, but no later than 2 calendar days. Any damage to

District property (including property belonging to staff, students, visitors, passersby, etc.) shall be reported

immediately to the District.

Emergencies involving serious damage or malfunctions shall be reported immediately. Personal injuries shall

be immediately reported to the appropriate emergency response agencies, as well as reported to the District

as soon as possible after alerting emergency response.

The Contractor is fully responsible for all expenses related to property damage and personal injury as a result

of the fault of the Contractor or its employees.

CONTRACTOR’S PERSONNEL - The Contractor shall only use trained personnel who are directly supervised by

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid/RFP Number	Bid/RFP Title	Posting Date	Closing Date/Time
2027-03	High Ceiling and Surface Cleaning Multiple Schools	September 1, 2026	Wednesday, September 23, 2026, 10:00 AM CST

High Ceiling and Surface Cleaning Multiple Schools

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See also