High Ceiling and Surface Cleaning Multiple Schools

SCHOOL DISTRICT OF
WARREN COUNTY PUBLIC SCHOOLS
BOWLING GREEN, KENTUCKY
REQUEST FOR PROPOSAL
RFP # 2027-03 R2
HIGH CEILING AND SURFACE CLEANING
MULTIPLE SCHOOLS
PROPOSAL SUBMISSION DEADLINE:
10:00 AM (CT), FRIDAY, OCTOBER 9, 2026
The District will conduct a MANDATORY PreBid 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
See pages 3-4 for Questions and Answers.
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All time references in this RFP refer to the Central Time Zone.
INSTRUCTIONS FOR SUBMISSION OF PROPOSAL
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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REVISION #1, 9/8/2026
Section 2.C. - Walkthrough language updated.
Section 3. - Additional schools added.
Section 3 - The following language added:
There is no guarantee of work under this Contract. As cleaning needs identified in this RFP arise, the District
will coordinate with the Contractor to schedule services. The Contractor is expected to prioritize all WCPS
service requests.
Throughout the term of this Contract, including any renewal periods, the District may add additional schools or
buildings requiring the same services. Pricing for any added locations will be negotiated at that time.
Attachment F, Technical Proposal - Mandatory Requirement of minimum 5 years removed.
Attachment F, Cost Proposal - Structure updated. Contractors are expected to include pricing as requested for
the different options listed.
End of Revision #1
REVISION #2, 9/28/2026
Questions and Answers
Q1. Please confirm that the cleaning is to remove dry and loose dust and that staining or adhered substances
are not required to be removed.
A1. Correct
Q2. Please confirm that all lifts and/or scaffolding will be provided by customer.
A2. Lifts only
Q3. Will work be done after hours during the week or will the work be done on weekends? Either. Just not
during school hours
A3. Either, just not during school hours.
Q4. Please confirm that no Prevailing Wage Rates are applicable.
A4. No prevailing wage
Question and Answer to #5 on next page.
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Q5. Please provide approximate square footages of the areas required to be cleaned at each location.
A5. Please see below.
Approximate Square Feet
Elementary Schools
1. Alvaton 7,176
2. Briarwood 6,862
3. Bristow 6,570
4. Cumberland Trace 5,005
5. Jennings Creek 7,634
6. Jody Richards 7,380
7. Lost River 4,611
8. North Warren 4,752
9. Oakland 7,110
10. Plano 7,553
11. Richardsville 6,570
12. Rich Pond 7,634
13. Rockfield 7,110
14. Summit View (to open Fall 2027) 7,634
15. Warren 7,634
16. William H. Natcher 4,575
Middle Schools
1. Drakes Creek 10,744
2. Henry F. Moss 10,744
3. South Warren 10,900
4. Warren East 10,744
High Schools
1. Greenwood 12,528
2. South Warren 12,852
3. Warren Central 15,470
4. Warren East 13,080
Other Schools
1. IMPACT Center for Leadership and Innovation TBD
2. Early Learning Academy 7,110
End of Revision #2
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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 Time (CT)
Release of RFP 9/1/2026
MANDATORY PRE-BID WALKTHROUGH 9/9/2026 9:00 am
Deadline for written questions 9/22/2026 3:00 pm
Answers for written questions posted 9/25/2026
Deadline for Proposals to be submitted 10/9/2026 10:00 am
Anticipated Date of Contract Award 10/21/2026
Anticipated Contract Start Date 10/26/2026
The District reserves the right to adjust these dates during the solicitation process.
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 PreBid 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
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After the walkthrough at Greenwood High School, the District representative will determine the number of
additional schools to be visited, if any. The representative will choose the location(s) necessary to illustrate the
required services across all District facilities.
Vendors are encouraged to take photographs and ask questions during the walkthrough. All questions may not
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.
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 contractlevel 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, the areas to be cleaned are too high for District staff
to safely do so. The following schools are eligible for these services:
Elementary Schools
17. Alvaton
18. Briarwood
19. Bristow
20. Cumberland Trace
21. Jennings Creek
22. Jody Richards
23. Lost River
24. North Warren
25. Oakland
26. Plano
27. Richardsville
28. Rich Pond
29. Rockfield
30. Summit View (to open Fall 2027)
31. Warren
32. William H. Natcher
Middle Schools
5. Drakes Creek
6. Henry F. Moss
7. South Warren
8. Warren East
High Schools
5. Greenwood
6. South Warren
7. Warren Central
8. Warren East
Other Schools
3. IMPACT Center for Leadership and Innovation
4. Early Learning Academy
There is no guarantee of work under this Contract. As cleaning needs identified in this RFP arise, the District
will coordinate with the Contractor to schedule services. The Contractor is expected to prioritize all WCPS
service requests.
Throughout the term of this Contract, including any renewal periods, the District may add additional schools or
buildings requiring the same services. Pricing for any added locations will be negotiated at that time.
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Warren County Public Schools will provide indoor lifts for vendor use; therefore, vendors should not include lift
rental or liftrelated costs in their pricing. All lift usage will be coordinated through the District's Facilities
Office.
The cleaning schedule will be developed jointly by the awarded vendor and the District Facilities Department.
Once the schedule is established, the awarded vendor must complete all services by the agreedupon date.
Failure to meet this deadline may result in the District canceling the Contract for any remaining cleaning
services and awarding those services to another vendor that submitted a responsive proposal.
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
the Contractor unless prior approval is obtained. If applicable, the Contractor and/or any worker who performs
oversight of the work shall hold a valid, applicable Kentucky License.
BACKGROUND CHECKS: In accordance with KRS 160.380, Contractor agrees to have background checks
obtained at the Contractor's expense for all workers prior to commencing any work. Additionally, no employee
of the Offeror shall be assigned or allowed on school district property who is a registered sex offender or who
is otherwise prohibited by law from being on school district property.
Dress Code: For services performed on District property, shirts are to be worn; they may not be torn or cut off;
and they may not have unsightly logos or text.
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The School District reserves the right to ask the Offeror to remove any employee of the Offeror whom the
district finds objectionable.
Tobacco and Vape Free Campuses: Smoking, tobacco use of any kind, vaping devices, and electronic cigarettes
are strictly prohibited on any WCPS property.
Reports: The Contractor shall maintain and keep a current summary report that will reflect cumulative dollar
figures for goods and services invoiced. This report shall be made available to Warren County Public Schools
upon request (within 14 calendar days) and shall reflect cumulative dollar figures for each product/service
category.
SECTION 4. PROPOSAL CONTENT
IMPORTANT: This Section outlines the items needed in your Technical and Cost Proposals.
All information contained within the Technical and Cost Proposals should be verifiable based upon the
documentation provided. Failure to provide all information, or any inaccuracy or misstatement may be
sufficient cause for rejection of the proposal or rescission of an award. Conversely, the District reserves the
right to ask for specific information from an Offeror, where an Offeror did not provide requested information.
A. TECHNICAL PROPOSAL CONTENT [650 POINTS]
Provide responses to all items in Attachment F, Technical Proposal.
The Technical Proposal must not contain any cost or pricing information. All pricing shall be submitted
exclusively in Attachment G, Cost Proposal.
B. COST PROPOSAL [610 POINTS]
Submit all costs in Attachment G, Cost Proposal.
Costs will be subject to further negotiation with the awarded Contractor prior to Contract issuance.
SECTION 5. EVALUATION AND AWARD
A. EVALUATION CRITERIA
All proposals submitted in response to this RFP will be reviewed for responsiveness by the Finance Department
prior to referral to the evaluation committee(s). A technical evaluation committee will evaluate all responsive
proposals in accordance with the criteria and points noted below. The evaluation and scoring of the Cost
Proposal will be performed independently of the technical evaluation. The proposal with the lowest cost bid
will generally receive the highest score for the evaluation of cost. Oral Presentations/Discussions and the BAFO
process are optional components and may not be required. After the entire evaluation process is complete and
negotiations are concluded, the Contract Award will follow.
Evaluation Stage Description Maximum Score
Technical Evaluation Mandatory Requirements Pass/Fail
Company Overview 50
Experience 200
Service Plan 400
References Pass/Fail
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Cost Evaluation Cost Proposal 610
Optional Oral Presentations/Discussions 200
Optional BAFO TBD
B. ORAL PRESENTATIONS
Oral presentations and/or discussions may be requested by a shortlist of Offerors, if it is in the best interest of
the District to do so. Since presentations are optional, Offerors are encouraged to submit full and complete
information with their proposals. Presentations may be held in person, via conference call, or via video
conference. Details will be finalized when the presentations are scheduled.
C. BEST AND FINAL OFFER (BAFO)
The District, at its discretion, may utilize a Best and Final Offer (BAFO) stage. If this phase is utilized, the District
shall submit to the shortlisted Offerors requests for specific clarification and allow Offerors to revise their cost
proposals. If an Offeror is invited to participate in the BAFO stage, the dates may not be flexible. If the District
requests BAFOs, the District may revise cost proposal scores, based upon additional information and
clarification received in this stage. In lieu of revising initial cost scoring, the District may evaluate BAFOs by use
of an additional scoring phase.
D. CONTRACT AWARD
Any contract(s) resulting from this solicitation will be awarded to the Offeror(s) whose overall proposal is
determined to be most advantageous to the District based on the established evaluation process. Evaluation
points serve as a guideline and do not necessarily determine the awarded Contractor(s).
Please note that the reciprocal preference for resident bidders required by KRS 45A.494 may impact final
contract award in certain circumstances. See Section 6 of this RFP for additional information. Following
evaluations of proposals and any applicable negotiations, the District will submit a recommendation for
contract award to the Warren County School Board for review at its next Board meeting. If the School Board
approves the recommendation, the District will notify the Offeror(s) selected for award.
SECTION 6. TERMS AND CONDITIONS
TERM OF THE CONTRACT
The initial Contract term is expected from October 26, 2026, or upon Board approval (whichever is later)
through June 30, 2029. Upon mutual agreement of the parties, the Contract may be renewed for the same
and/or additional projects of a similar scope for up to three 1-year periods. Prices quoted herein or as
negotiated by the parties are to remain firm for the initial contract term. Costs for renewal periods will be
mutually negotiated by the parties.
INVOICING AND PAYMENT
Payments for goods/services will be made upon satisfactory completion. Invoices shall be sent or delivered to:
Warren County Public Schools
Attn: Finance Dept - Accts Payable
303 Lovers Lane
Bowling Green, KY 42103
Invoices will be reviewed and submitted to the District Board for payment approval and typically paid within 30
days of receipt. Depending on the next scheduled Board meeting and the agenda deadline, it may take up to
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