RFP# 148-MAINT-056 Janitorial Services

STATE OF NORTH CAROLINA/ASHEVILLE CITY SCHOOLS
REQUEST FOR PROPOSALS #148-MAINT-056
PROJECT: Janitorial Services PROJECT
USING AGENCY: Asheville City Schools ISSUE DATE: 4/28/2026
Proposals subject to the conditions made a part hereof will be received until 2:00 pm, May 14, 2026 , for furnishing all
labor, materials, equipment, and services incidental and implied, for completion of the project described herein.
THE PROCUREMENT PROCESS
The following is a general description of the process by which a firm will be selected to provide services.
1. Request for Proposals is issued to prospective contractors.
2. Site Visits may be scheduled by contacting Tim Shelton, ACS Maintenance Director, at (828) 713-6430.
While not required, it is highly recommended that all contractors familiarize themselves with the project.
Proposer is responsible for measuring actual square footage.
3. The deadline for written questions is three (3) days prior to the due date.
Chris Pohlman, Purchasing Specialist
Phone: 828-350-6101
Email: chris.pohlman@acsgmail.net
4. All Proposals must be received by the Purchasing Specialist not later than the due date and time specified
above, at which point all proposals will be immediately thereafter opened. Attendance by Proposers at the
Public Opening is not required. Tabulations and award information may be obtained by written request.
a. All submitted Proposals must include one (1) original and five (5) copies of the Proposal, for a total
count of SIX (6). All Proposals must be fully sealed and reference RFP# 148-MAINT-056 on the
outside of the package. Emailed proposal submissions will NOT be accepted. All sealed proposals
should be clearly labeled with the following:
Asheville City Schools
Attn: 148-MAINT-056
c/o Chris Pohlman
85 Mountain Street
Asheville, NC 28801
b. Proposal Forms must be signed and dated by an official authorized to bind the firm. Unsigned
proposals will not be considered.
5. Proposals will be evaluated according to Experience and Qualifications; Technical Approach and Scope;
Safety and Personnel; Cost and Value; References and Reliability. Award of a contract to one offeror does
not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was
deemed most advantageous to ACS.
6. Asheville City Schools reserves the right to reject all offers when such rejection is deemed to be in the best
interest of ACS.
Asheville City Schools RFP# 148-MAINT-056: Page 1 of 9
Janitorial Services PROJECT

(NOTE: THE PROPOSAL FORM MUST BE FULLY EXECUTED AND RETURNED FOR CONSIDERATION)
PROPOSAL FORM #148-MAINT-056
Janitorial Services PROJECT
DUE DATE: May 14, 2026 at 2:00 pm
The undersigned having carefully read and considered the terms and conditions of the Contract Documents for the
Janitorial Services PROJECT for Asheville City Schools, North Carolina, does hereby offer to perform such services on
behalf of the District, of the type and quality and in the manner described, and subject to and in accordance with the
terms and conditions set forth in the Contract Documents at the rates on the Proposal Forms hereinafter set forth.
Proposer: ________________________________________________________________________________________
Address: _______________________________________________________________________________________
City/State/Zip: ___________________________________________________ Phone: __________________________
MBE Status: ___________________ Fax: ______________________ Email: _________________________________
Number of Years in Business: _____________________
Number of Years Experience in similar projects: _____________________
Required : Staffing Plan, including number of personnel assigned and supervisor structure.
(Please attach extra sheets as needed).
Required : Service Plan, including detailed description of how services will be delivered.
(Please attach extra sheets as needed).
Required : At least three (3) references for similar projects.
(Please attach extra sheets as needed).
$_______________ Monthly Cost for Janitorial Services at Asheville High School.
$_______________ Hourly Cost for Additional Janitorial Services, as needed.
Therefore, in compliance with this Request for Proposals, and subject to all conditions herein, the undersigned offers and
agrees, if this proposal is accepted, to furnish the subject services for a cost not to exceed:
By: (Signature) ___________________________________________________ Date: _________________________
Printed Name ____________________________________________ Title: __________________________________
END OF PROPOSAL FORM
Asheville City Schools RFP# 148-MAINT-056: Page 2 of 9
Janitorial Services PROJECT

1. PURPOSE
The purpose of this solicitation is to request proposals for janitorial services within Asheville City Schools
("ACS"), as per the specifications described herein.
2. SCOPE OF WORK
Contractor will provide janitorial associates at Asheville High School, located at 419 McDowell St, Asheville,
NC 28803, for a total of 96 hours per day, to provide janitorial services as directed by AHS administration.
A lead janitorial associate will be on site for evening and night shifts, beginning at 4:00 pm. The lead janitorial
associate would manage those on shift but also assist with deeper cleaning while buildings are vacant. The
lead janitorial associate should be included in the 96 hours per day.
A campus map of Asheville High School is included as Attachment A to this solicitation. Areas that apply to
this solicitation are indicated in yellow on Attachment A.
Cleaning supplies and equipment will be provided by ACS.
Scope of Work also to include the following tasks at the following frequencies:
All Classrooms, Offices, Auxiliary Gyms, Media Center,and Common Areas Daily:
Move furniture and paper (as requested), respond to reports of sick students in
classrooms and busses, spills, and other pop up emergencies (7am-4pm)
Empty trash and clean receptacles (7am-4pm and again after 4pm)
Spot clean desk tops
Dust all surfaces
Spot clean walls
Dust mop/spot mop hard floors
Vacuum carpet
Clean door glass and mirrors as well as doorknobs
All Classrooms and the 2nd floor of the G Building Weekly:
Damp mop floors and clean base boards
Clean all horizontal surfaces and desks with disinfectant for germ control
High dusting/blinds
Spot clean carpet
Classrooms may be done on rotation as long as they are done weekly
All Restrooms Daily:
Empty trash and all receptacles
Disinfect and clean all sinks, railings, stalls, walls, and other hard surfaces
Disinfect and clean all urinals and commodes
Clean all mirrors
Clean all stainless steel and dispensers with disinfectant
Clean and remove graffiti marks as needed
Sweep floors
Kaivac water vacuum daily (ACS provides water vacuum)
Clean doors and doorknobs
All Restrooms Weekly:
Clean grout
Perform high dusting
All Hallways Daily:
Dust mop hallways
Asheville City Schools RFP# 148-MAINT-056: Page 3 of 9
Janitorial Services PROJECT

Mop hallways
Clean all horizontal surfaces
Disinfect and clean all drinking fountains
Spot clean door as needed
Clean graffiti as needed
All Hallways Twice Weekly:
Buff floors
Clean with auto scrubber (ACS provides auto scrubber)
Dust mop floors after buffing
Cafeteria:
Damp mop daily and dust all areas
Buff twice per week
Clean restrooms
Clean glass
Remove trash during breakfast and lunch
Wipe tables between lunches
Sweep floor during and after lunches
Outside Grounds Daily (Max 10 ft from bldg.):
Trash pickup (7am-4pm and again after 4pm)-10514.06
Blow leaves off sidewalks
Auditorium and Balcony at least weekly, or more frequently if necessary based on scheduled events.
(See Events Calendar section for more information.)
Trash pickup
Vacuuming
Sweep stageside stairwell
3. SUMMER CLEANING TASKS
Scope of Work also to include the following tasks during summer months when school is not in session:
Strip and re-finish all halls and common areas
Clean and re-finish all classrooms
Perform daily cleaning of all classrooms
Scrub and clean all bathroom floors
Perform detailed cleaning of bathrooms
Move furniture as needed in order to accomplish cleaning tasks
Shampoo carpeted areas that are within the contract
Deep clean all thresholds
If Summer School is in session, then the normal daily cleaning schedule should be followed.
4. ADDITIONAL SERVICES AS NEEDED
Contractor will provide an hourly rate for additional janitorial services as needed.
5. EVENTS CALENDAR
ACS will maintain and provide a monthly calendar of events one week in advance. Contractor will use this to
plan their cleaning schedule accordingly.
Asheville City Schools RFP# 148-MAINT-056: Page 4 of 9
Janitorial Services PROJECT

6. SITE VISIT
Site Visits may be scheduled by contacting Tim Shelton, ACS Maintenance Director, at (828) 713-6430. While
not required, it is highly recommended that all contractors familiarize themselves with the campus.
7. TERM OF AGREEMENT
The contract term will begin on or approximately July 1, 2026 and end on June 30, 2027, with an option for
annual renewal upon mutual written consent.
8. MONTHLY BILLING
ACS will require all invoices received to include a monthly detail of hours worked by person and day.
9. EVALUATION CRITERIA
The evaluators will consider how well each proposed solution meets the needs of ACS. It is important that the
responses be clear, concise, and complete so that the evaluators can adequately understand all aspects of the
proposal.
Although price will be an important factor in our decision, ACS will use the criteria identified in the table below
to fully evaluate the value of each proposal.
Criteria Description Possible Points
Experience and Proven track record in K-12 environments; specialized 6
Qualifications experience with high school facilities; company longevity and
stability.
Technical Approach Detailed plan for daily, weekly, and deep cleaning tasks. 4
and Scope
Safety and Personnel Comprehensive background checks for all staff; documented 5
training on biohazard handling and OSHA standards; low
employee turnover rates.
Cost and Value Transparent pricing structure with no hidden fees; overall value 8
relative to the depth of services offered.
References and Positive testimonials from other North Carolina or regional 2
Reliability school districts; proven responsiveness to emergency or
"on-call" needs
Total Possible Points 25
10. PROPOSAL REQUIREMENTS
Proposals must include the following information:
Company Information:
Name, address, and contact information,
Number of years in business, and
Asheville City Schools RFP# 148-MAINT-056: Page 5 of 9
Janitorial Services PROJECT

Number of years' experience.
Staffing Plan:
Number of personnel assigned
Supervisor structure
Service Plan:
Detailed description of how services will be delivered
Pricing:
Monthly cost for services at Asheville High School.
Optional/additional service rates for services as needed.
References:
At least 3 comparable clients
11. QUALITY OF WORK
All work shall be performed in a good and professional manner by skilled, experienced workers. ACS shall be
responsible for determining the quality of work, and may notify the Contractor of the same.
12. CONDITIONS
Each Proposer shall fully acquaint itself with conditions relating to the scope and restrictions attending the
execution of the work under Contract. Proposers shall thoroughly examine and be familiar with the
Specifications.
It is also expected that the Proposers will obtain information concerning the conditions at locations that may
affect its work. The failure or omission of any Proposer to receive or examine any form, instrument, addendum
or other document, or to acquaint itself with existing conditions, shall in no way relieve it of any obligations with
respect to its Proposal or to the Contract.
The Proposer shall make its own determination as to conditions and shall assume all risk and responsibility
and shall complete the work in and under conditions it may encounter or create, without extra cost to Asheville
City Schools.
13. SAFETY REGULATIONS:
The Contractor shall adhere to the rules, regulations, and interpretations of all state, federal, and local laws
that pertain to workers and site safety. This to include OSHA 1910, General Construction, or those regulations
mandated by these specifications.
14. CONFIDENTIAL INFORMATION
As provided by statute and rule, ACS will consider keeping trade secrets which the offeror does not want
disclosed, confidential. Each page shall be identified in boldface at the top and bottom as "CONFIDENTIAL".
Cost information shall not be deemed confidential. In spite of what is labeled as a trade secret, the
determination whether it is or not will be determined by North Carolina law.
15. NONDISCRIMINATION
Contractor and any subcontractors employed by Contractor shall abide by the requirements of 41 CFR
60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals
based on their status as protected veterans or individuals with disabilities and prohibit discrimination against
all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require
that covered prime contractors and subcontractors take affirmative action to employ and advance in
Asheville City Schools RFP# 148-MAINT-056: Page 6 of 9
Janitorial Services PROJECT

employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or
disability.
16. DEBARMENT
Proposer certifies by submitting a Proposal that the Proposer and/or any of its Principals are not presently
debarred, per the State's website: http://ncadmin.nc.gov/government-agencies/procurement/contracts/
debarred-vendors ; and are not presently debarred, per the Federal Excluded Parties List:
www.sam.gov/portal/public/SAM ; and are not listed on the Final Divestment List and Parent and Subsidiary
List located at https://www.nctreasurer.com/inside-the-department/OpenGovernment/Pages/
Iran-Divestment-Act-Resources.aspx which was created by the NC State Treasurer pursuant to N.C.G.S.
147-86.58, Iran Divestment Act; and are not suspended, proposed for debarment, declared ineligible or
voluntarily excluded from entering into this Agreement by any federal agency or by any department, agency or
political subdivision of the State.
17. COMPLIANCE
The Contractor shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements
that are applicable to the conduct of its business, including those of federal, state, and local agencies having
jurisdiction and/or authority.
The Contractor shall obtain all licenses and permits required to execute contract by authorities that have
jurisdiction.
The Contractor shall comply with all relevant ACS Policies and Procedures applicable to its provision of the
services described hereunder during the term of the Agreement. All Asheville City Schools Board Policies can
be found at https://www.boardpolicyonline.com/bl/?b=asheville_city
18. SPECIFICATIONS
Any deviation from the specifications indicated herein must be clearly pointed out and explained in detail.
Otherwise, it will be considered that items offered are in strict compliance with these specifications, and the
offeror will be held responsible therefore. The proposer shall not construe this paragraph as inviting deviation
or implying that any deviation will be acceptable.
19. AWARD OF CONTRACT
It is the intent to award this contract to a single overall offeror. The right is reserved, however, to make award
on the basis of individual items or groups of items, if such shall be considered to be most advantageous or
constitute the best interest of ACS. Best value procurement to the lowest responsive and responsible
proposer is the procurement goal of ACS.
This may be determined upon consideration of such factors as: prices offered; the quality of the articles
offered; the general reputation and performance capabilities of the offerors; the substantial conformity with the
specifications and other conditions set forth in the proposal; the suitability of the articles for the intended use;
the related services needed; the date or dates of delivery and performance; and such other factors deemed by
ACS to be pertinent and peculiar to the purchase in question. Unless otherwise specified by ACS or the
offeror, ACS reserves the right to accept any item or group of items on a multi-item proposal. In addition, on
term contracts, ACS reserves the right to make partial, progressive or multiple awards: where it is
advantageous to award separately by items; or where more than one supplier is needed to provide the
contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed
by ACS to be pertinent or peculiar to the purchase in question.
20. PROTEST PROCEDURES
A party wanting to protest a contract awarded pursuant to this solicitation, must submit a written request to the
Chief Finance Officer of ACS using the contact information below. This request must be received by the Chief
Asheville City Schools RFP# 148-MAINT-056: Page 7 of 9
Janitorial Services PROJECT

Finance Officer within five (5) consecutive calendar days from the date of the contract award and must contain
specific sound reasons and any supporting documentation for the protest.
Heidi Kerns, Chief Finance Officer
Asheville City Schools
85 Mountain St, Asheville, NC 28801
Email: heidi.kerns@acsgmail.net
21. JESSICA LUNSFORD ACT
Under North Carolina law, certain sex offenders are prohibited from coming onto school campuses. Proposer
agrees to conduct an annual check of the N.C. Sex Offender and Public Protection Registration Program, the
N.C. Sexually Violent Predator Registration Program, and the National Sex Offender Registry for all of its
employees involved in this project. ACS prohibits any personnel listed on such registries from being on any
property owned or operated by ACS and from having any direct interaction with students. As a term of the
Agreement, said checks must be performed by the Contractor and reported to the ACS Superintendent or
Designee, upon request. Under provisions set forth in the Jessica Lunsford Act under North Carolina law, my
signature below certifies that neither I nor any employee or agent of Contractor that is involved with project is
listed as a sex offender on the NC Sex Offender and Public Protection Registration Program, the Sexually
Violent Predator Registration Program, and/or the National Sex Offender Registry.
22. E-VERIFY
Service Provider shall comply with the requirements of G.S. Chapter 64, Article 2 (the "E-Verify
Requirements").
23. INDEMNITY
Proposer will indemnify and save harmless ACS, its officers, agents, and employees from and against any and
all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attorneys' fees to the
extent resulting from a willful or negligent act or omission of the Proposer, its officers, or agents; provided,
however, that the Contractor shall not be liable for any suits, actions, legal proceedings, claims, demands,
damages, costs, expenses and attorneys' fees to the extent resulting from a willful or negligent act or omission
of the ACS, its officers, agents, or employees.
24. INSURANCE
If awarded a contract, the Proposer will provide a Certificate of Liability Insurance naming the District as
additional insured. The issuing insurer must provide 30 days written notice to the District of the expiration of
the insurance. As a minimum, the Contractor shall provide and maintain the following coverage and limits:
Workers' Compensation Insurance, including Employer's Liability with limits of $250,000 each accident.
The Aggregate Limit will not be less than $2,000,000.
Property Damage Insurance, including Liability Coverage, with a per occurrence limit of $1,000,000. The
Aggregate Limit will not be less than $2,000,000
Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the
essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance
coverage shall be obtained from companies that are authorized to provide such coverage and that are
authorized by the Commissioner of Insurance to do business in North Carolina. The Contractor shall at all
times comply with the terms of such insurance policies, and all requirements of the insurer under any such
insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of
coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the
contractor's liability and obligations under the contract.
To the extent permitted by law, all or any part of any required insurance coverages may be provided under a
plan or plans of self-insurance. The coverages may be provided by the Contractor's parent corporation.
Asheville City Schools RFP# 148-MAINT-056: Page 8 of 9
Janitorial Services PROJECT

25. TERMINATION
ACS may terminate this agreement at any time by 15 days' notice in writing to the Contractor. If the contract is
terminated by ACS as provided herein, the Contractor shall be paid for services satisfactorily completed, less
payment or compensation previously made.
26. AVAILABILITY OF FUNDS
Any and all payments to the contractor are dependent upon and subject to the availability of funds. All
contracts are subject to annual renewal. Price adjustments may be considered at that time but none are
automatic unless spelled out in the bid/proposal and agreed upon by both parties.
27. CONTRACTS PAID THROUGH FEDERAL FUNDS
In the event that the Board provides compensation for services performed under this Agreement from a
qualifying federal funding source, either in whole or in part, Service Provider herewith accepts responsibility for
complying with applicable provisions of federal law, including, but not limited to, the Equal Employment
Opportunity (41 C.F.R. Part 60); Davis-Bacon Act (40 U.S.C. 3141-3148); Copeland "Anti-Kickback" Act (40
U.S.C. 3145); Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708); Clean Air Act (42
U.S.C. 7401-7671q.) and Federal Water Pollution Control Act (33 U.S.C. 1251-1387); Debarment and
Suspension (Executive Orders 12549 and 12689); Byrd Anti-Lobbying Amendment (31 U.S.C. 1352);
Procurement of Recovered Materials (2 C.F.R. 200.322); and, Record Retention Requirements (2 CFR
200.324).
28. PERFORMANCE AND DEFAULT
If, through any cause, the Contractor shall fail to fulfill in timely and proper manner the obligations under this
agreement, ACS shall thereupon have the right to terminate this contract by giving written notice to the
Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items
under this contract prepared by the Contractor shall, at the option of ACS, become its property, and the
Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on
such materials.
In case of default by the Contractor, ACS may procure the services from other sources and hold the
Contractor responsible for any excess cost occasioned thereby.
Upon the entering of a judgment of bankruptcy of insolvency by or against the Contractor, the Agency may
terminate this contract for cause. Neither party shall be deemed to be in default of its obligations hereunder if
and so long as it is prevented from performing such obligations by any act of war, hostile foreign action,
nuclear explosion, riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural
event or act of God.
29. TRANSFERABILITY OF CONTRACT
Other than by operation of law, no assignment of the Contract or any right accruing under this Contract shall
be made in whole or in part by the Contractor without the express written consent of ACS, which consent shall
not be unreasonably withheld; however, in the event of an assignment, the assignee shall assume the liability
of the Contractor.
Asheville City Schools RFP# 148-MAINT-056: Page 9 of 9
Janitorial Services PROJECT