RFP 073126TW Custodial Cleaning Services Zones (1

Location:	Tennessee
Posted:	Jul 22, 2026
Due:	Jul 31, 2026
Agency:	Memphis City Schools
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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SHELBY COUNTY BOARD OF EDUCATION

July 7, 2026

PROCUREMENT SERVICES

160 South Hollywood Street, Room 126 | Memphis, Tennessee 38112-4892 |Phone (901) 416-5376

(This proposal will not be accepted electronically or by facsimile. All proposals must be mailed or delivered to the above address.)

REQUEST FOR PROPOSAL

(NOT AN ORDER)

Please submit proposals on the item(s) listed below. The right is reserved to reject any or all Proposals. If substitutions are offered, give full

particulars. The Proposal must be submitted no later than July 31, 2026 @ 2:00 PM, CST.

The Shelby County Board of Education reserves the right to accept or reject any or all proposals, or any part thereof, and to waive any minor

informalities and/or technicalities that are deemed to be in the best interest of the Shelby County Board of Education. Successful Vendors

shall be paid only when delivery is complete. *For the appropriate purchases, all material data safety data sheets (MSDA) must accompany

all shipments covered under Tennessee Hazardous Chemical Right to Know Law- Tennessee Public Chapter #417- House Bill #731.

REQUEST FOR PROPOSAL

Custodial Cleaning Services (Zones 1 – 4)

For the purposes of this document, SCBE shall mean The Shelby County Board of Education and MSCS shall mean The

Memphis and Shelby County Schools. The term District shall mean the Memphis Shelby County School District.

Proposals MUST be received by Memphis-Shelby County Schools (“MSCS” or “District”) by the due date and time set

forth above.

During the solicitation process Vendors are not permitted to contact the Board and project Owner regarding the posted

solicitation. Failure to adhere to this requirement may subject the respondent to immediate disqualification.

Questions or requests for clarification of technical issues and terms pertaining to this RFP must be submitted in writing

via e-mail to Toland Washington at washingtont8@scsk12.org and received no later than July 17, 2026 by 10:00

AM/CST.

ISSUED BY: Toland Washington, Sr. Buyer

RFP # 073126TW

We propose to furnish the item(s) and/or services outlined in the proposal at prices quoted and guarantee safe delivery F.O.B. delivered and as specified. Proposals are

submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this transaction.

_______________________________________________________________________________________________________________________________________

NAME OF FIRM

PHONE

FAX#

__________________________________________________

ADDRESS

__________________________________________________________

CITY

STATE

ZIP CODE

___________________________________________________

E-MAIL ADDRESS

_________________________________________________________

AUTHORIZED REPRESENTATIVE NAME

_______ CHECK HERE IF YOUR COMPANY QUALIFIES AS A SMALL BUSINESS ENTERPRISE

___ CHECK HERE IF YOUR COMPANY QUALIFIES AS A LOCAL VENDOR

PLEASE NOTE: Per the Memphis-Shelby County Schools Local Preference Purchasing Board Policy 2011, local preference purchasing means giving preference to

businesses located within Shelby County, Tennessee where local vendors must have a physical address located within the limits of Shelby County for at least

six (6) months prior to the bid or proposal opening date. A Post Office Box is not acceptable.

CHECK HERE IF YOU ATTACHED A COPY OF A VALID SHELBY COUNTY BUSINESS LICENSE

“Shelby County Board of Education does not discriminate in its Programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or age.”

TABLE OF CONTENTS

PART I: SCOPE OF WORK………………………………………...………………………………………………...3

1.0 BACKGROUND ............................................................................................................................................ 3

2.0 SCOPE OF SERVICES .................................................................................................................................. 3

3.0 NON-EXCLUSIVE ........................................................................................................................................ 3

4.0 NOTICE OF INTENT TO AWARD……………………………………………………….…………..…….3

5.0 SMALL BUSINESS ENTERPRISES (SBE) UTILIZATION ..………………………………….…..……...3

PART II: GENERAL TERMS AND CONDITION…………………………………………………….…..…………4

1.0 STATEMENT OF CONFIDENTIALITY...................................................................................................... 4

2.0 TERMS OF AGREEMENT ........................................................................................................................... 4

3.0 PRE-PROPOSAL MEETING ........................................................................................................................ 5

4.0 QUESTIONS AND INQUIRIES ................................................................................................................... 5

5.0 POINT OF CONTACT TECHNICAL CONTACT .................................................................................... 5

6.0 CONTRACT OFFICER/SCBE SUPERVISION ........................................................................................... 5

7.0 CONTRACT TYPE........................................................................................................................................ 5

8.0 PAYMENT TERMS....................................................................................................................................... 5

9.0 RFP REVISIONS ........................................................................................................................................... 6

10.0 SUBMISSION DEADLINE ........................................................................................................................... 6

11.0 PROPOSAL OPENING ................................................................................................................................. 6

12.0 DURATION OF OFFER ................................................................................................................................ 6

13.0 INSURANCE ................................................................................................................................................. 6

14.0 LIQUIDATED DAMAGES ........................................................................................................................... 6

15.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE ........................................... 7

16.0 COMPLIANCE WITH LAWS………………………………………………………………………………7

17.0 LEGAL COMPLIANCE……………………………………………………………………….…………….7

17.1 EPA COMPLIANCE…………………………………………………………………………………………7

18.0 BONDING……………………………………………………………………………….………………..….7

19.0 TERMS AND CONDITIONS ........................................................................................................................ 8

PART III: PROPOSAL FORMAT ………………………………………………………….………………………...8

1.0 GENERAL FORMAT .................................................................................................................................... 8

2.0 PROPOSAL FORMAT .................................................................................................................................. 8

PART IV: EVALUATION AND SELECTION PROCEDURE………………………………………..…………… 11

1.0 EVALUATION COMMITTEE.................................................................................................................... 11

2.0 EVALUATION PROCESS .......................................................................................................................... 11

3.0 EVALUATION CRITERIA ......................................................................................................................... 11

PART V: SCOPE OF SERVICES (DETAILS)…………………………………………………...…….……………13

PART VI: APPENDICES

Special Terms & Conditions for RFP (Appendix A)

Addenda Acknowledgement Form (Appendix B)

References (Appendix C)

Completed Non-Collusion Certificate (Notarized) (Appendix D)

Completed Debarment Affidavit (Notarized) (Appendix E)

Completed Anti-Bribery Affidavit (Notarized) (Appendix F)

Certificate of Insurance Coverage (Appendix G)

2011 Local Preference Purchasing (Appendix H)

Compensation/Pricing Schedule (Appendix I)

10.

Non-Boycott of Israel Certification (Appendix J)

11.

Iran Divestment Act Certification (Appendix K)

12.

Certificate Regarding Lobbying (Appendix L)

13.

Minimum Supplies and Equipment List for Each School Location (Appendix M)

14.

Small Business Enterprises (SBE) Utilization (Appendix N)

PART I: SCOPE OF WORK

1.0 BACKGROUND

Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby County Schools

(MSCS) district. MSCS is Tennessee’s largest public school district and is among the 25 largest public-

school districts in the United States. MSCS serves more than 106,000 students in more than 200 schools. We

employ more than 6,200 teachers and 6,000 support personnel to serve our unique student population

while offering programming and services to meet the needs of all our students.

Memphis-Shelby County Schools has created a data-driven culture that serves as the backdrop for strategic

decision-making and informed solution-based decisions. The information gleaned from data, research-based

strategies, and performance outcomes provides our district with amazing opportunities to offer high-quality

educational options to every student.

The MSCS mission is to prepare all students for success in learning, leadership, and life through three strategic

initiatives. The initiatives are:

1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)

2. Recruit, Retain, Immerse, and Entrench

3. Relevant, Rigorous, and Equitable Academics

2.0 SCOPE OF SERVICES

SCBE requests proposals for: Custodial Cleaning Services. A description of the requested services is

contained in the Request for Proposal on pages 13-37. Responses submitted must meet or exceed all

requirements. Proposals that do not meet or exceed all requirements will be considered non-responsive. All

exceptions must be noted.

3.0 NON-EXCLUSIVE

The intent of this contract is to provide SCBE with an expedited means of procuring supplies and/or services. The

contract resulting from this proposal is for the convenience of SCBE and is considered to be a "Non-Exclusive"

use contract. SCBE does not guarantee any predetermined usage or quantities.. SCBE will not be held to purchase

any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item(s) listed

in the price schedule.

4.0 NOTICE OF INTENT TO AWARD

A Notice of Intent to Award is written notification that a vendor has been selected for a contract award. This letter

is not a guarantee of award. The Board of Education reserves the right to reject or accept the recommendation

submitted as a result of this RFP. If the Board accepts and approves the recommendation, an executed agreement

will be submitted to the successful supplier. If the Board rejects the recommendation, MSCS shall rescind the

Notice of Intent to Award.

5.0 SMALL BUSINESS ENTERPRISES (SBE) UTILIZATION

SCBE has set a Small Business Enterprises (SBE) goal of _20_% for this project, the respondent shall take

affirmative action to ensure that Small Business Enterprises (SBE), which have been certified by the City of

Memphis, Mid-South Minority Business Council Continuum – Uniform Certification Agency (UCA), or Shelby

County Government and approved by SCBE are utilized when possible as sources of supplies, equipment,

construction, and services for Memphis-Shelby County Schools. Please see Appendix I – SMALL BUSINESS

ENTERPRISES UTILIZATION. All relative forms in Appendix I must be completed and submitted with the

proposal (included in the hard copies). If the relative forms are not completed and submitted with the proposal,

the proposal will be an invalid proposal. Please note that the non-expired certificate is to be submitted with the

bid. To access Memphis-Shelby County Schools’ list of certified SBE vendors, please use the link below and

click on the Certified Vendor Directory.

http://www.scsk12.org/mwbe/index

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which are

confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any confidential or

proprietary information of SCBE and/or third-party participant.

2.0 TERMS OF AGREEMENT

The anticipated term of the contract is one (1) year with the option to renew for three (3) additional terms of one

(1) year each.

The anticipated begin date of the term will be January 1, 2027. Upon satisfactory services and by mutual

agreement SCBE reserves the right to renew the contract. The term of renewal shall not exceed three (3)

additional one (1) year terms. The bidder warrants that prices for the proposal under this RFP are not higher than

prices currently extended to any other governmental agency for the same product or services.

Prices quoted shall be guaranteed firm for a minimum one (1) year from date of award. The option to renew for

three (3) additional one (1) year term, if agreeable by all parties, pricing cannot exceed previous year's Consumer

Price Index with a cap of 3%. In addition, Respondent must explain in the RFP response how company handles

increases due to Federal Minimum Wage Law with increase in cost during the term and any renewal year. MSCS

reserves the right to begin the contract earlier than January 1, 2027, if agreeable with successful Respondent(s).

Summer and district breaks (fall break, winter break, and spring break) cleaning will be flexible on and/or around

holidays. All required summer cleaning must start no later than June 1st and be completed prior to August 1st of

each year. Vendor must make accommodations to provide cleaning services during summer programs.

A. SCBE expects all vendors to provide year-over-year cost reductions recommendations.

B. Price decreases are acceptable at any time, need not be verifiable, and are required should the

vendor/producer/processor/manufacturer experience a decrease in costs associated with the execution of the

contract.

C. Price adjustments from the vendor/producer/processor/manufacturer for any/all items may be considered at

renewal, if applicable noted in the RFP document. The request is subject to approval by the Contracting

Officer. The request must be submitted in writing at least ninety (90) days prior to the renewal term and shall

be accompanied by supporting documentation.

D. Should the awarded vendor, at any time during the life of the contract, sell materials of similar quality to another

customer, or advertise special discounts or sales, at a price below those quoted within the contract, the lowest

discounted prices shall be offered to Memphis-Shelby County Schools.

3.0 PRE-PROPOSAL CONFERENCE

There will be a mandatory pre-proposal conference held on July 14, 2026 at 9:00 AM/CST. The Mandatory Pre-Proposal

Conference will be at Messick Training Center, 703 South Greer, Memphis, TN 38111. It will be required that your

company representative signs in at the Mandatory Pre-Proposal Conference. It shall be the responsibility of each

respondent to verify all information so that appropriate and adequate responses can be submitted. No proposals from any

vendor failing to participate in the Mandatory Pre-Proposal Conference will be accepted. It will be the respondent’s

responsibility to schedule visits to other additional sites through the MSCS project liaison. No allowances will be made

for errors in quotations due to any respondent not visiting the sites prior to submitting their proposal. All questions must

be submitted in writing to the Department of Procurement Services based on the date and time indicated in the RFP.

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Supplier orally. Questions

must be submitted in writing to the Point of Contact (see Part II, § 5.0). To be given consideration, the questions must be

received NO LATER THAN July 17, 2026 @ 10:00 a.m. CST. Questions that are deemed to be substantive in nature

will be responded to in the form of a Questions and Answers and posted on July 22, 2026 by EOD on the SCBE website

www.scsk12.org/procurement/bids and News Paper. Please do not submit questions in PDF format.

RFP Post

Mandatory Pre-proposal Conference

Mandatory Site Visits

Questions Due

Q&A Post on Website

RFP Due Date/Time

RFP Schedule

July 7, 2026

July 14, 2026 9:00 AM (CST)

July 15, 2026 10:00 AM – 12:00 PM (CST)

July 17, 2026 10:00 AM (CST)

July 22, 2026 EOD

July 31, 2026 2:00 PM (CST)

5.0 POINT OF CONTACT

Toland Washington, Sr. Buyer

Procurement Office

washingtont8@scsk12.org

6.0 CONTRACT FACILITATOR /SCBE SUPERVISION

The Vendor’s performance will be under the technical direction of the Buyer/Requesting Department/Project

Manager who will be responsible for ensuring vendor’s compliance with the requirements of this contract to include

managing the daily activities of the contract, providing technical guidance to the contract, and overall project

scheduling and coordination. The vendor shall be accountable to the end users on all matters relating to the scope

of work.

7.0 CONTRACT TYPE

The contract resulting from this solicitation will be a price contract based on the scope of work.

8.0 PAYMENT TERMS

The Vendor shall submit an invoice detailing the services provided and the actual costs incurred. Payment shall be

in accordance with line-item price on the Purchase Order and made within 30 days after the date on the invoice.

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

RFP 073126TW Custodial Cleaning Services Zones (1 - 4)

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